Lead Administrative Assistant

Join the Team at EVstudio Driven by Design Defined by Collaboration At EVstudio were more than just a multidisciplinary design firm were a collaborative team of architects surveyors engineers and professionals dedicated to designing solutions that shape communities and elevate everyday experiences Whether youre just starting your career or bringing years of expertise youll find a place at EVstudio to innovate grow and make an impact What Youll Do Office Management Coordinate daily office needs including supplies equipment vendors and facility maintenanceHelp maintain an organized welcoming and productive workplaceSupport employee onboarding workspace setup meetings and office eventsManage incoming mail deliveries shared calendars and conference room schedulingMaintain vendor contact information service agreements and office recordsCoordinate building access keys and communication with property managementProperty Management Coordinate maintenance repairs and upkeep for company office locations and propertiesServe as the primary contact for renters property managers contractors and service providersTrack lease dates renewal deadlines and facility obligations and flag upcoming decisions for leadershipSchedule and monitor recurring services including cleaning landscaping snow removal and HVAC maintenanceObtain vendor quotes coordinate approvals and track repairs and improvement projects through completionMaintain property records service agreements warranties and maintenance schedulesAccounts Receivable Monitor outstanding invoices and follow up with clients on payment statusWork with accounting and project managers to resolve billing questions discrepancies and overdue balancesMaintain accurate records of collection activity payment commitments and next stepsContract Administration Coordinate the preparation routing signature and filing of client agreements amendments and related documentsTrack contract status and follow up on missing information or signaturesConfirm that required administrative information is complete and entered accurately into company systemsFleet Management Maintain records for company vehicles including registrations insurance maintenance and inspectionsCoordinate routine service repairs and vehicle assignmentsTrack vehicle availability mileage expenses and maintenance schedulesHelp employees follow company vehicle procedures and coordinate documentation for incidents or damageRequirements Typically 5 years of experience in office management business operations or a senior administrative role Experience supporting accounts receivable including invoice tracking client follow up and coordination with accounting teams Experience coordinating contracts maintaining records and tracking signatures deadlines and required documentation Strong organizational skills and attention to detail with the ability to manage multiple priorities and follow tasks through to completion Excellent communication and relationship building skills with confidence working with clients employees vendors and company leadership Proficiency in Microsoft Office particularly Excel and Outlook and comfort learning accounting project management and business systems Experience with Deltek Vantagepoint is a plus but NOT required Ability to work independently exercise sound judgment handle confidential information and take initiative to improve processes Experience coordinating property maintenance facility services or company fleet needs is a plus but NOT required What We Offer We are targeting a base salary of 60000 to 75000 but this is determined by several factors including education experience and a history of working in the Denver metro area Medical insurance including an HSA optionDental insuranceVision insuranceEmployer paid life insuranceSTD & LTDA minimum of 15 days PTO and higher for more experienced employeesAccident insurance401k match of 4One full day of paid VTO Volunteer Time Off annuallyRoth 401K optionAnnual company ski day and summer picnicFlexible hoursIn many cases our roles can be worked in a hybrid capacityMonthly employee celebrations with free lunchThe opportunity to touch every aspect of a project from beginning to endFree snacksWeekly volleyball league in the Summer and bowling in the WinterCompany owned bar in the parking lot of the Denver officeRelaxed dress codeEntrepreneurial mindset If you have an idea we want you to pursue itOur Hiring Process EVstudio prides itself on being efficient in its hiring process Below youll find an example of a typical interview process after completing your application Hearing from our recruiting team within 48 hoursA phone interview approx 30 minutesA meet and greet with one of our Founders Sean OHara approx15 minutesAn on site interview and office tour approx 60 minutesPS Share this Dont be afraid of friends classmates or co workers getting this job ahead of you If you are hungry humble and smart we would love to see how you or someone from your network could fit a current or future opening at EVstudio A note to recruitment agencies We have this role covered at the moment and there is no need to get in touch We do not accept unsolicited agency resumes and we are not responsible for any fees related to unsolicited resumes EVstudio has established relationships with preferred agencies and is not seeking new recruiting partnerships EVstudio is an equal opportunity employer and values diversity at our company We do not discriminate based on race color religion sex including pregnancy gender identity and sexual orientation national origin age disability genetic information or veteran status All qualified applicants will receive consideration for employment without regard to these or other protected characteristics We are committed to providing an accessible and inclusive environment for al