careers

Brion Jeannette Architecture, a highly published and greatly respected Newport Beach architectural firm specializing in private estates and private homes.  BJA prides itself on quality and innovation, both in design and in preparation of construction documents.   We are a team of highly motivated professionals who enjoy the challenge of creating unique design solutions that reflect the desires of our client and take advantage of each site’s amenities.  

Current Openings

Administrative Assistant

SUMMARY
As the first point of contact for the firm, this role is a key to the general tone of the office, present an aura of professionalism and make sure all visitors feel welcome, whether on the phone or in person. Provide support to all members of staff when the need arises and their skills are helpful. Exempt employees are expected to devote whatever time is required to assist in meeting the Firm’s obligations and the responsibilities of the job.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Read and route incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes
  • Compose and type routine correspondence
  • Organize and maintain file system, and file correspondence and other records
  • Answer and screen telephone calls and arrange conference calls
  • Coordinate manager's schedule and make appointments allowing ample time as directed by managers
  • Greet visitors, prepare marketing materials for new client meetings and arrange for their comfort
  • Arrange and coordinate travel schedules and reservations
  • Coordinate and arrange meetings, prepares agendas, reserve and prepare facilities, and records and transcribe minutes of meetings when requested
  • Make copies of correspondence or other printed materials
  • Order and maintain supplies, and arrange for equipment maintenance
  • Research and provide direction in the purchase of capital equipment, service contracts and vendor’s competitive pricing.
  • Assist in the hiring of outside labor for maintenance and repairs of the facility
  • Solicit, interview and recommend applicants for Office Assistant position
  • Provide management and training for Office Assistant
  • Maintain current Certificates of Insurance on all professional consultants and collaborate with Firm’s insurance carrier to update Certificates of Insurance required by requesting clients and consultants.
  • Execute bookkeeping tasks determined appropriate; receive and record client payments, prepare bank deposits, maintain client and vendor ledgers, assist with and perform all tasks related to billing clients, respond to basic client billing questions and refer to management when appropriate.
  • Prepare account summaries and assist management to evaluate and improve methods for handling bookkeeping records.
  • Maintain confidentiality of all proprietary management, personnel and client information.
  • Assist management in a variety of tasks as may be requested relating to the overall functioning of the Firm.
  • Drive either the company’s vehicle or private vehicle (depending upon availability) to various governing agencies, client’s location, or other work related locals determined appropriate. 
  • Maintain confidentiality for/of all clients, Projects, and company matters

Qualifications:
To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employee must have and maintain a valid California driver’s license in good standing and be able to safely operate a motor vehicle.

Education and/or Experience:
High school diploma, college and/or 3 years related experience and/or training; or equivalent combination of education and experience.

Communication Skills:
Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: 

  • Microsoft Office Suite including Word, Excel, Power Point presentation software.
  • Accounting software which may be Quick Books or other utilized
  • Outlook, Photoshop, Transaction Pro Importer, Adobe Reader,
  • Other software that may be determined to be useful or required as software changes so rapidly.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is constantly required to sit and use hands to operate telephone, type and operate computer and mouse. The employee is regularly required to sit, talk and hear.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include ability to adjust focus.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

  • While performing the duties of this job, the employee is frequently exposed to an indoor office environment.
  • The noise level in the work environment is usually moderate.

 

Please email resumes and information to: info@bja-inc.com.  No phone calls please

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Our goal is to create a home that our clients hate to leave and are eager to return to; our objective is to enhance and improve the quality of their lives. brions sign
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