A small, friendly, award-winning architectural firm is looking to fill a full-time 40-hour-per-week Receptionist/Office Assistant position for an office of 12.
Fairfax & Sammons Architects specializes in high-end traditional residential design; the right candidate will work directly with our Managing Director and staff. The ideal candidate will be an organized self-starter who is team-oriented and will provide office support to all members as needed. Punctuality and reliability in the position are essential. Having the ability to manage schedules and prioritize tasks.
Job Responsibilities
Responsibilities include, but are not limited to:
Serve as the first point of contact by answering and directing incoming calls to appropriate team members.
Troubleshoot basic technology issues in coordination with third-party IT support, including printers and plotters; arrange repairs as needed.
Maintain and manage CRM systems (e.g., HubSpot), ensuring accuracy and integrity of contact data.
Oversee and maintain shared office spaces, including reception, kitchen, library, supply, and print areas, in coordination with cleaning services.
Coordinate facility maintenance and repairs with the property manager and external vendors.
Manage recycling and waste processes alongside cleaning service providers.
Administer timesheet submission processes and support time tracking compliance.
Manage complex calendars for the Managing Director, including scheduling meetings, appointments, and travel arrangements.
Organize and document weekly Executive and Administrative meetings.
Monitor and manage the general information inbox, responding to inquiries and routing communications appropriately, including job applications.
Receive, sort, and distribute incoming mail and deliveries.
Monitor office supply inventory and coordinate restocking with the bookkeeper.
Greet visitors professionally, ensuring a warm welcome, and offer refreshments as appropriate.
Plan and coordinate internal events, including Lunch & Learns, holiday celebrations, career fairs, and retreats.
Support onboarding of new employees, including preparing materials, coordinating technology setup, and ensuring a smooth first-day experience.
Assist with organizing and maintaining storage areas as needed.
Provide administrative support to architects, HR, and accounting functions.
Coordinate pickups, deliveries, and service appointments; run occasional errands (e.g., post office, supplies).
Track, organize, and submit receipts in a timely manner.
About our Company
Fairfax & Sammons is an internationally recognized firm specializing in residential architectural design
and urban design. The firm is headed by principal architects Anne Fairfax and Richard Sammons, who,
along with their team of 23 talented Project Managers and staff, oversee aspects of every project,
providing the full scope of architectural services, including design, construction drawings, and on-site
construction administration.
We draw on individual strengths to provide a stimulating, creative, and professional environment where
our clients can be assured their needs will be met with the highest standards.
Website
https://www.fairfaxandsammons.com/
Contact
Patricia Dyal
Business Manager
pdyal@fairfaxandsammons.com
