Office Administrator and Executive Assistant

About the Firm Our client is a distinguished, award-winning firm in West Palm Beach in the AEC (Architectural, Engineering, Construction.) space. With a reputation built on over two decades of excellence, they are known for transforming complex site challenges into breathtaking, sustainable environments. Their portfolio ranges from high-end residential estates to iconic commercial developments and public spaces. Joining this team means working alongside visionary designers and planners in a fast-paced, collaborative environment where every project shapes the aesthetic and functional future of South Florida.

• Provide comprehensive administrative support to the Principal, including calendar management, travel arrangements, and meeting preparation.
• Serve as the first point of contact for clients, consultants, and municipal officials, representing the firm with professionalism and warmth.
• Oversee daily office logistics, supplies, and vendor relationships to ensure a seamless work environment.
• Manage the full cycle of client invoicing, ensuring accuracy in project hours and reimbursable expenses using Quick Books.
• Monitor accounts receivable and follow up on outstanding payments with a focus on maintaining positive client relationships.
• Collaborate with the design team to track project budgets and billing milestones.
• Maintain and optimize the firm’s digital and physical filing systems, ensuring all project documentation, permits, and plans are easily accessible.
• Organize and archive project data in accordance with architectural industry standards and compliance requirements.
• Serve as a trusted point of contact for leadership, clients, consultants, and partners.
• Manage complex calendars, meetings, travel, and correspondence with care and accuracy.
• Prepare presentations, proposals, and client-facing materials with a high attention to detail.
• Coordinate internal workflows and assist with project-related administrative needs.
• Handle sensitive information with discretion and sound judgment.
• Support office operations to maintain an organized, polished, and welcoming environment.

• Experience:
  
  3+ years in a senior administrative or EA role, preferably within the AEC (Architecture, Engineering, or Construction) industry.
• Technical Savvy:
  Advanced proficiency in Microsoft Office 365. Experience with billing/accounting software (e.g., Quick Books, Deltek, or ) and project management platforms is highly preferred.
• Fast-Paced Fluency:
  Proven ability to pivot between tasks quickly without losing accuracy in a high-pressure environment.
• Financial Literacy: strong understanding of invoicing processes, expense tracking, and basic bookkeeping.
• Communication:
  Exceptional written and verbal communication skills; ability to interface with high-net-worth clients and city officials.

Salary: $80,000 - $85,000 per year.

Shift: First.

Work hours:

8 AM - 4 PM.

Education:

No Degree Required.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. Randstad offers a comprehensive benefits package, including medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

Equal Opportunity

Employer:

Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.