Front Office cum Admin

1 day ago

Malappuram, Kerala, India clayarchitectural design studio Full time ₹ 1,80,000 - ₹ 3,60,000 per year
  1. Role Overview

The Office Administrator in an architecture firm ensures smooth day-to-day operations, coordinates between design teams, clients, and consultants, and supports both administrative and project-related tasks.

  1. Qualifications & SkillsEducation

  2. Diploma or degree in Business Administration, Office Management, or Architecture/Design support (preferred).

  3. Training in bookkeeping or project coordination is a plus.

Key Skills

  • Excellent organization and multitasking skills
  • Strong communication (verbal & written)
  • Knowledge of architecture terminology and workflows
  • Proficiency in MS Office / Google Workspace
  • Familiarity with project management and design tools
  • Understanding of basic accounting and document control

  • Discretion with confidential information

  • Core ResponsibilitiesAdministrative Tasks

  • Manage phone calls, emails, and correspondence

  • Maintain office supplies, equipment, and inventory
  • Schedule meetings, appointments, and travel
  • Prepare letters, reports, and presentation documents
  • File and organize project and contract documents

Project Support

  • Assist in preparing tender submissions, RFQs, and proposals
  • Help manage project documentation (drawings, revisions, transmittals)
  • Support architects with specifications and coordination
  • Track project deadlines, deliverables, and approvals

Financial / HR

  • Support invoicing, expense tracking, and petty cash management
  • Liaise with accountants and handle timesheets
  • Assist in staff onboarding, leave records, and payroll coordination

Client and Consultant Coordination

  • Act as first point of contact for clients, consultants, and vendors
  • Maintain updated contact lists and project directories

  • Organize client meetings and presentations

  • Software RequirementsAdmin & Office Tools

  • Microsoft Office / Google Workspace

  • Outlook / Teams / Slack for communication
  • QuickBooks / Xero / FreshBooks for accounting
  • Adobe Acrobat / Bluebeam for document control

Architecture-Specific Tools (Basic Familiarity Helpful)

  • AutoCAD / Revit / SketchUp – for handling drawings
  • Newforma / Asana / Monday / Trello – for project management

  • Dropbox / SharePoint / BIM 360 – for file management

  • Office Setup & InfrastructureEssential Components

  • Reception area with visitor management

  • Secure document and drawing storage (digital + physical)
  • Workstations with dual monitors for large drawings
  • Plotter/printer/scanner setup for large-format prints
  • Meeting/conference room with video conferencing tools
  • Shared digital file server or cloud storage

  • Basic stationery and resource library (materials, samples, codes)

  • Performance Metrics

  • Timely submission of reports, proposals, and invoices

  • Smooth coordination between project teams and clients
  • Organized filing system (digital & physical)
  • Positive feedback from team and clients
  • Cost-effective office operations

Job Types: Full-time, Permanent

Pay: ₹22, ₹35,000.00 per month

Benefits:

  • Cell phone reimbursement
  • Paid sick time
  • Paid time off

Work Location: In person

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