Opportunities

 
 

Job Posting | ARCHITECTURAL OFFICE ASSISTANT 

 

RMA Architects, PSC (RMA) is an architecture and engineering services firm founded in 1996 by Jeannette Rullán, AIA, LEED AP, NCARB, in San Juan, Puerto Rico. The firm’s diverse scope of work ranges from large to small scale projects in varying degrees of complexity and project types, including master planning, feasibility studies, space planning, interior design, programming, existing building retrofit, historic preservation, and new construction all based on sustainability and improving the wellbeing of people as underlying goals.   

Our diverse and dynamic range of projects requires a proactive and hands on office coordinator that can assist in the coordination of the needs and challenges that the business of doing architecture entails. The office assistant shall need to have a proactive way of problem solving and shall work together with other team members.  

 What you will be doing: The position of architectural office assistance shall be responsible for direct day by day administrative support functions of the firm and for assisting in efficient operations.  

  • Expenses and Invoices  

  • Create and send statements or invoices and track payments. 

  • Ensure all invoices are paid on time and costs allocated. 

  • Keep updated records of man hours per project and per task.  

  • Allocate and keep records of company expenses. 

  • Maintain records of reimbursable expenses and costs allocated. 

  • Certificates/licenses/contracts 

  • Maintain updated all company and vendors certificates on file.  

  • Maintain professional and other licenses updated. 

  • Maintain contracts updated 

  • Scheduling and Reminders  

  • Coordinate personal and team calendars, prevent scheduling conflicts, and ensures that team members, technology and clients are prompt and prepared for meetings. 

  • Follow up with Team and Consultants to keep projects on schedule. 

  • Provide support to Team updating as necessary scheduling. 

  • Data Entry and writing requirements 

  • Prepare lead lists, meeting minutes, transcribe audio recordings, convert research notes and photos into reports, etc.  

  • Support for the Design Team 

  • Assist in research products, procure product samples and/or quotes, and cultivate communication with suppliers  

  • Assist team in follow up calls with other Team members, as necessary 

  • Purchasing and Invoices 

  • Take care of miscellaneous needs like ordering office supplies, furniture, manage travel arrangements, etc. 

  • Handle basic computer, technology systems, software (apps) and digital media 

  • Day to day support for maintaining file organization, application licensing, etc 

  • Day to day support in the office’s technology integration, such as ensuring that technology systems for virtual meetings are working, coordinate virtual calendars and meetings 

  • Website maintenance and social media coordination 

  • Team Support 

  • Assist in Project Management, conducts internal communication, and organizes company data  

  • Maintain all documents organized and ready for any audits 

 What you should bring along: 

  • At least 1 year proven experience as an Office Assistant or similar or other relevant role 

  • Excellent English communication skills both written and verbal 

  • Solid organizational and time management skills and keen attention to detail 

  • Familiarity with current technologies, like desktop sharing, cloud services (i.e. Sharepoint), VoIP, Teams, Zoom, etc. 

  • Experience with word-processing software and spreadsheets (e.g. MS Office) 

  • Experience with Microsoft Power Point, basic digital image manipulation, and motivated to learn and integrate graphic skills in the work developed.  

  • Eager to learn data processing software such as Microsoft Project, Basic website creation and maintenance, and other software that may be relevant to architecture  

  • Knowledge of online calendars and scheduling (e.g. Google Calendar)  

  • Excellent phone, email and instant messaging communication skills 

  • Tech Savvy 

  • Proactive attitude  

 

What RMA Architects can offer for your work and efforts: 

Employment: $15 per hour for an expected 30 hours a week; plus, contributions to: Social Security, Individual Health Insurance, Federal and State Unemployment, and Fondo de Seguro de Estado. 

 

How to apply: 

Submit your Resume via email at [email protected]. If short listed, someone will contact you from our office.