Administrative Assistant – Miami Studio at HLB in Miami, Florida

Job Description:

Horton Lees Brogden Lighting Design (HLB) is an internationally recognized design firm focused on architectural lighting for both interior and exterior environments. We are inspired by the artistry of light and its impact on the natural and architectural environment. We strive to infuse our core values of artistry, legacy, curiosity, balance, and integrity into every project.

We are seeking a dynamic Administrative Assistant to join our award-winning team who are inspired by our values, seek to learn and in turn teach others, respect, value, and promote the integrity of our work, care about the impact we make in people's lives, and are responsive to our ever-changing world.

HLBs Miami office Administrative Assistant position supports Principal(s) and other employees while also providing billable support to the firm (20% billable).

Office Operations
Reception/Front Desk
Greet visitors, provide coffee, water etc
Receive, sort, and distribute incoming mail Prepare outgoing mail (USPS, FedEx, UPS, etc.) Order offices supplies, snacks, coffee Office repairs and maintenance coordination Maintain mock-up room and kitchen cleanliness Manage incoming and outgoing product samples IT/Admin workstation set-up Prepare welcome packets Manage disaster preparedness planning and maintain emergency kits Schedule in-house presentations for office

Internal Operations
Organize and facilitate Fuego Mini Games Organize team building and volunteering efforts Order weekly office lunch Coordinate and organize meetings for Principal(s) Organize travel arrangements for Principal(s) and other staff Assist Principal(s) in completing expense reports in a timely manner Miscellaneous clerical duties (typing, scanning, faxing, copying, filing, etc.) Support current marketing and business development efforts Data/contact input into CRM Client outreach pipeline follow up, sending client gifts, etc.

Project & Billable Work
Enter and maintain project staffing data Coordinate project meetings, take notes, and distribute meeting minutes Facilitate project-related in-house or off-site meetings and events, including travel Set up and maintain project files according to firm standards Be a proactive resource to project teams in their decision-making processes Support project Construction Administration by drafting submittals response and coordinating RFIs Draft contracts and exhibits and shepherd through approval process. Work with other business units to problem-solve as needed Accounts Receivable collections follow ups