CAREERS

 

Admin Assistant

Senses & Spaces is a full-service design firm based in San Diego with a mission to enhance the human experience through the built environment. At Senses & Spaces, we prioritize holistic, human-based design and incorporate principles from neuroscience to create successful spaces. Our portfolio includes high-end residential, mixed-use developments, multi-family, and educational spaces, fostered through teamwork and open communication.

The Admin Assistant position provides assistance to the Principal of Senses & Spaces on tasks such as those listed below:

  • Answers phone calls, schedules meetings and greets visitors.

  • Provides administrative support to ensure efficient operation of office.

  • Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

  • Completes operational requirements by scheduling and assigning administrative projects and expediting work results.

  • Exhibits professional communication via phone, e-mail, and mail.

  • Supports team by performing tasks related to organization and strong communication.

  • Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.

  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.

  • Provides information by answering questions and requests.

  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.

  • Contributes to team effort by accomplishing related results as needed.

As an Admin Assistant, one must have a keen eye for detail, and a passion for making a difference in the world.

At Senses & Spaces, an Admin Assistant demonstrates an eager attitude to learn and supports the team to drive the company's mission forward.

ESSENTIAL TASKS:

1. Research, Recommend, and Track Materials, Finishes, and Furnishings

  • Obtain samples for clients

  • Prepare client proposals for approval and purchasing

  • Generate and process all purchase orders and invoices

  • Coordinate pickups and deliveries with vendors

  • Assist with site measurements, installations, and photoshoots

2. Track and Monitor Design Projects:

  • Move the customer into the appropriate phase of the project

  • Communicate with internal staff, clients, and vendors regularly

  • Prepare, manage and maintain all project binders, files, correspondence, drawings, etc.

3. General Administrative Support

  • Return all emails from vendors and clients by end of the day

  • Troubleshoot problems as they arise

  • Performs other job-related duties and errands as assigned

TO APPLY:

Please email a PDF Resume and Cover Letter to diane@sensesandspaces.com

REQUIREMENTS:

  • Strong communication skills

  • Strong Excel skills

  • Familiar with Illustrator

  • Familiar with Photoshop

  • Familiar with InDesign

DESIRED QUALITIES:

  • Great at time & task management, prioritization, and execution.

  • Able to communicate ideas, concerns, updates, and announcements appropriately and timely.

  • Have an organized plan to execute daily to-dos and dependent tasks.

  • Works well both independently and with others

  • Strong ability to communicate with coworkers, clients, contractors, and vendors

  • Ability to problem solve

  • Detail-oriented and organized

  • Eager to learn and self-motivated

  • Willing to be a team player and step up when needed

EDUCATION/EXPERIENCE:

  • Experience working in a design, construction and/or project management firm for 3-5 years (preferred)

BENEFITS:

  • Health Insurance stipend

  • PTO in Addition to Holidays

Preferred:

  • You are very organized

  • You are on time

  • You follow up on tasks

  • You enjoy art

  • You are truly creative and can do more than just follow the instructions we'll provide

  • You can deeply understand the look and feel of our brand

  • You are looking to build a long-term relationship, and are seeking a company where there is room to grow

  • Have experience in photography and/or videography

  • Have certifications for Photoshop or other photo editing

  • Are experienced with Adobe Suite