Job description

ShubinDonaldson is an award-winning design practice with 3 offices in California. Current work includes a diverse listing of projects ranging from ground-up mixed-use, multi-family and office; creative office interiors; core & shell offices; retail stores; to community centers and custom residences. See our work at www.shubindonaldson.com

Office Coordinator: This dynamic role will maintain general office operations and assist senior leadership. The office coordinator is responsible for the upkeep of supplies/materials and most areas within the Santa Barbara campus. They will run daily errands, schedule and set up meetings/spaces, operate the front desk, and promote an inviting atmosphere with a friendly attitude. This role assists the Partner with calendar management, organization, and a variety of personal tasks.

2+ years of experience in a professional services office environment is preferred.

Part-Time, Monday - Friday, 10am - 2pm

Responsibilities:

• Maintain the office and campus. Ensure an organized, clean, and beautiful environment. Tidy, wipe down, dust, sweep, reduce clutter, tuck in chairs, take out trash, water and care for plants, restock supplies, wash dishes.
• Preform receptionist / front desk duties: Answer and direct calls, greet guests, oversee the parking area, distribute mail and packages.
• Assist the Partner: Maintain schedule and calendar, book travel, complete timecards, collect receipts / report / reconcile credit card, take car for service and regular washing, provide lunch and snacks, other tasks as assigned.
• Convey information and complete requests or tasks on behalf of staff.
• Assist senior leaders: Light scheduling, miscellaneous or small projects, provide lunch and snacks.
• Communicate, build relationships, and coordinate with vendors: IT, janitorial, maintenance / handyman, printer & plotter.
• Errands: Daily: Gather and place lunch orders for Partner and senior leaders. Pick up and deliver. 2 to 3 times weekly: post office, FedEx, grocery / hardware / art supply store.
• Weekly on Wednesdays: order, pick up and set up staff breakfast.
• Office Administration: File, copy, scan, and data entry.
• Order supplies from various venders.
• Create shipments and track packages. Maintain mail meter.
• Assist with scheduling and set up/clean up of meetings and small events.
• Birthday acknowledgments and employee gifts.

Skills and Requirements:

• Highschool diploma or GED equivalate
• 21 years of age or older, will be responsible for purchasing and transporting alcohol.
• Reliable transportation and clean driving record.
• Daily in-office presence, Mon – Fri from 10am – 2pm.
• Experience with Outlook (emails and calendar management), Excel (data entry and very simple formulas), internet research, and travel booking.
• Familiarity with Microsoft Teams, Zoom, Adobe, BQE Core or timecard system.
• Organized, adaptable, friendly and professional. Maintains composure under pressure.
• Communicates clearly, follows up, seeks resolutions and provides results.
• Independent and takes initiative, understands when oversight and guidance is needed.
• Able to handle confidential matters and information with professionalism. Trustworthy.
• Able to lift and carry 25 pounds.
• Green thumb: water and care for indoor and outdoor plants.

“Typical Day”

10am: Arrive at the office.

Tidy the front desk, office, and patio. Stock and reset the kitchen for the remainder of the day.

Respond to emails/voicemails and organize tasks.

Check in with Partner.

Check in with senior leaders.

Gather and place lunch orders.

Weekly on Wednesdays: pick up and set up staff breakfast.

10:30am/11am: Pick up and deliver lunches.

Miscellaneous tasks within the office; including scheduling, filing, data entry, restocking, water plants, check in with and completing task or assignments for senior leaders and administrative projects.

2 to 3 days a week, miscellaneous errands outside of office; post office and/or FedEx, grocery / hardware / art supply store, car wash for Partner.

1:30pm: Final check in with Partner and senior leaders, prep for next days tasks.

Wash dishes and take out trash.

Job Type: Part-time

Pay: $24.00 - $27.00 per hour

Benefits:

• Paid time off

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

COVID-19 considerations:
We follow all current government guidance related to COVID. Most staff are working a hybrid schedule. This role is expected to be in the office daily.

Ability to commute/relocate:

• Santa Barbara, CA 93101: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative experience: 1 year (Required)

Work Location: In person

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