MOCA Systems, Inc.

Senior Administrative Manager

Los Angeles, CA
Full Time
Experienced
Position: Senior Administrative Manager
Location: Los Angeles / Southern California Region

Position Summary:
The Senior Administrative Manager will manage and support office and project related activities for the winning of work and the successful delivery of large, complex construction projects. They will work with office leadership to develop proposals, maintain office operations, and support project management efforts.
Duties & Responsibilities:
  • Manages local office operations including:
    • Onboarding/offboarding office staff
    • Collaborating with IT, building management, and other applicable entities
    • Developing and maintaining emergency response protocols; serve as emergency contact for the local office
    • Manage office supplies
    • File and manage all office-related documentation
  • Creates and manages standard operating procedures for local office and project related workflows and protocols.
  • Collaborates with other administrative personnel to develop consistency in approaches across the firm.
  • Supports leadership in the management of client and vendor relationships.
  • Supports leadership in business development activities including client meetings, proposal development, networking events, and project interviews and necessary preparations.
  • Supports leadership in the development of proposals and responses for assigned projects.  Assists in writing key sections of proposals and assembling content into cohesive proposal documents, ensuring all proposal materials adhere to company standards.
  • Manages the proposal response process to ensure the proposal content meets the client RFP (Request for Proposal) requirements and is delivered timely.
  • Manages proposal marketing assets including project data and imagery, firm promotional material, and team resumes.
  • Manages business development activity within Salesforce to ensure accurate tracking and reporting/forecasting.
  • Supports project management activities including the development of project standards, workflows, and documentation protocols.
  • Assist in the management of project budget tracking and project invoices.
  • Fosters a collaborative environment with peers and project teams. Maintain positive and trusted client, consultant, architect and contractor relationships.
  • Maintain an open dialogue with the client and its stakeholders for continuous and effective communication and to obtain a common understanding of project status, progress, and expectations.
  • Support leadership and the project team to meet the client’s vision and ensure positive outcomes for our clients and their construction projects.
  • Supports project leadership to ensure optimal performance on projects assigned. 
  • Participates in project client and stakeholder meetings, and prepare content and meeting minutes.
Required Qualifications:
  • Bachelor’s or Associate’s degree encouraged,  with a minimum of ten (10) years experience as an administrative professional.
  • Experience in office management and project management.
  • Candidate must possess the following abilities:
    • Organizational and project management skills.
    • Problem-solving and analytical skills
    • Prioritize work and successfully meet deadlines in a fast-paced environment.
    • Set priorities and work in a group environment or independently.
    • Be client focused and detail oriented.
    • Assist in the management of projects to produce results on time and within budget.
    • Communicate to and brief leaders.
    • Have working knowledge of Microsoft products including Word, Excel, PowerPoint, and SharePoint.
    • Have working knowledge of proposal marketing software including Open Asset, Adobe Creative Suite and Bluebeam Revu.
    • Proposal development, support and writing skills.
About MOCA Systems, Inc.:
MOCA Systems, Inc. (MSI) is a leading services and software provider for the Architecture, Engineering, and Construction industry. MSI delivers innovative solutions to Owners, Engineers, Architects, and Contractors working on some of the world’s largest, most complex construction projects. A profitable firm with offices across the United States and partners around the globe, MSI’s services and technology offerings ensure that projects are delivered on time and on budget and fulfill all Owner expectations. To learn more, visit mocasystems.com.

Equal Opportunity Employer Statement:
MOCA Systems, Inc. (“MSI”) is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of any kind: MSI is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at MSI are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, gender identity, national origin, veteran, disability, or any other status protected by the laws or regulations in the locations where we operate. MSI will not tolerate discrimination or harassment based on any of these characteristics. MSI encourages applicants of all ages.
 
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