Rampulla Associates Architects

Compensation

Full Description

About the Role Architectural office seeking a highly organized, professional, and proactive Receptionist/Administrative Assistant to support our architectural office. The ideal candidate will be an excellent communicator, detail-oriented, and capable of managing a wide range of administrative and front-office responsibilities. This role is essential to ensuring a smooth, efficient, and professional office environment. Key Responsibilities Front Desk & Communication • Greet, screen, and direct visitors in a professional and friendly manner. • Answer and route all incoming phone calls; take accurate messages and notify appropriate staff. • Receive courier and mail deliveries; prepare outgoing mail and shipments (FedEx, USPS). • Respond to general inquiries via phone, mail, and email. Administrative Support • Prepare, proofread, and edit correspondence, memos, reports, and office documents. • Create, scan, and maintain drafting documents, plans, reports, and presentation materials. • Maintain both digital and physical office filing systems, including organizing, retrieving, and archiving active/inactive files. • Assist with special projects including research, data collection, and document preparation. Scheduling & Coordination • Manage office calendars for Principals and staff; schedule meetings, appointments, and conference calls. • Coordinate client appointments and meeting room logistics. • Assist in making travel arrangements when needed, including itineraries, accommodations, and transportation. Project & Job Intake Support • Handle all potential new job calls and emails; collect project information and log inquiries. • Create new job folders, maintain active project lists, and assist with preliminary research. • Assist with applications, construction documents, fees, and supporting materials for filings with government agencies. Support for Architectural Processes • Assist the Office Manager with research on government agency websites (DOB, DOF, County Clerk, BSA, etc.). • Prepare or update forms, templates, and standard letters for office use. • Operate office equipment including scanners, plotters, CADD scanners, printers, and multi-line phones. Office Operations • Maintain office supplies, inventory, vendor communications, and petty cash fund. • Support marketing tasks including correspondence, photo organization, website updates, and maintaining digital files. • Maintain a clean, organized, and professional office environment. (All tasks will include proper training.) Required Skills & Competencies • Excellent written and verbal communication skills. • Strong organizational skills with exceptional attention to detail. • Ability to work independently and collaboratively in a fast-paced environment. • Professionalism, reliability, and ability to multitask. • Strong customer service and interpersonal skills. • Ability to maintain confidentiality. Software & Technical Skills • Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) — proficient preferred. • Bluebeam Revu — viewing, marking, and preparing PDFs (helpful, not required). • Adobe Acrobat (helpful, not required). • Zoom, Microsoft Teams — virtual meetings (proficient preferred). • Digital + physical filing and document management systems. • Experience with scanners, plotters, and typical architectural office equipment. Knowledge of NYC Government Agencies (DOB, BSA, CPC, DEC) is a strong plus. Education & Experience • High School Diploma or equivalent required. • Administrative or receptionist experience preferred. • Experience in an architectural, engineering, or construction office is a plus. Compensation & Benefits • Competitive pay based on experience. • Health, Dental, and Vision Insurance. • Non-Contributing 401(k). • Paid Time Off. • Life insurance and additional benefits. • Annual Bonus. Schedule • Full-time, Monday—Friday, 8:30 AM—5:30 PM • In-office position — Staten Island, NY 10306 • Ability to relocate before starting work is required. Pay: $45,000.00 - $55,000.00 per year Work Location: In person