Administrative Assistant

Job Summary
The Administrative Assistant provides day-to-day office and administrative support to ensure the smooth operation of the architectural practice. This role supports architects and project teams through effective coordination, documentation, communication, and office management.

Key Responsibilities
Manage front desk duties, phone calls, emails, and client inquiries

Schedule meetings, coordinate calendars, and manage appointments

Prepare, format, and file architectural documents, correspondence, and reports

Assist with project documentation, submissions, and record keeping

Maintain office supplies, equipment, and general office organization

Support invoicing, expense tracking, and basic accounting tasks

Coordinate courier services, printing, and document distribution

Maintain client and project databases

Assist with proposal preparation and general administrative tasks as required

Requirements & Qualifications
Proven experience in an administrative or office support role

Strong organizational and time-management skills

Excellent written and verbal communication skills

Proficiency in Microsoft Office (Word, Excel, Outlook); familiarity with design/office software is an advantage

Ability to multitask and work in a fast-paced professional environment

High attention to detail and confidentiality

Experience in an architecture, construction, or design firm is a plus

Key Competencies
Professional demeanor and client-focused attitude

Strong coordination and follow-up skills

Ability to work independently and as part of a team

About Us
  Jensen/Ptaszynski Architects is proud of our years of successful and award-winning architectural practice in the San Francisco Bay Area. We strive to build solid, long-term relationships with our clients based on trust and understanding. 
 

  Our firm has more than thirty years of experience designing a broad range of building types. We have especially deep roots in custom residential architecture, with a breadth of experience in commercial, retail, industrial and multi-family housing. This background has led us to a practice which addresses each architectural design on a unique basis. Each project is evaluated and designed in terms of its own individual needs and opportunities. We manage this in a collaborative manner, playing to the strengths of each of our staff members, and with extensive dialog with our clients.