Office Manager/Administrative Assistant Position

What We Do

Lorax Partnerships provides sustainability and green building consulting services to building developers, owners, and occupants, as well as business owners, architects, and other real estate professionals interested in improving the environmental performance of their company, building or development project.

Our motivated and experienced project managers furnish building owners and developers with a single and knowledgeable point of contact for sustainable design, construction, and facilities management practices.

We work with organizations to integrate sustainability into overall business strategies through corporate environmental consulting; advising on waste management, energy usage, and operational efficiency.

We have depth and breadth of experience across a number of green building codes, standards, and rating systems.  Since our establishment in 2003, we have helped to streamline and expedite the building certification process for our clients in order to achieve their sustainability goals.

Who We Are

Lorax’s prime value to our clients and their project teams is our people.  The company consists of highly motivated and experienced staff that believes in the business, and what it stands for, and we are continually inspired by new challenges in a rapidly evolving industry.  All employees are accredited in one or more green building rating system including Leadership in Energy and Environmental Design (LEED), National Green Building Standard (NGBS), Green Globes, the WELL Building Standard, Fitwel, Certified Energy Manager, and Guiding Principles.

Where We Work

Lorax Partnerships is located in the heart of Baltimore City.  We are nestled in the historic Federal Hill neighborhood in close proximity to many of our clients and certified projects; including, M&T Bank Stadium home of the Baltimore Ravens, Horseshoe Casino Baltimore, and the Baltimore City Public Schools Construction Program.  Our location allows for easy commuting, walkable amenities, and a true urban experience.

The Perks

At Lorax we believe it’s about more than just work for pay.  We offer competitive salaries; generous paid time off; medical, dental and vision insurance; 401K Plans with company matching; Profit Sharing and more. But best of all, we are a spirited group that supports one another, and we like to have fun. 

Office Manager/ Administrative Assistant

Position Description:

The purpose of this position is to provide broad support for company and office operations. The primary role of the Office Manager/ Administrative Assistant is to centralize management of day-to-day operational tasks in support of the various business units in the company, including business development and service delivery. The position supports managers and employees through a variety of tasks related to organization and communication. The individual in this position will be responsible for confidential and time sensitive material; able to effectively communicate via phone and email; ensure that all administrative duties are completed accurately, delivered with high quality, and in a timely manner. This position requires the ability to focus on independent and self-directed work while operating in an open office atmosphere. The Office Manager/ Administrative Assistant relies on experience and judgment to plan and accomplish goals; latitude is expected. The Office Manager/ Administrative Assistant will report to the Managing Director.

Responsibilities: 

  • Maintain the company’s Deltek Professional Services Software. This includes maintaining the company CRM, project configuration and set-up/ close-out, client invoicing and collection status, and data entry as required.  
  • Assist the Managing Director in all service delivery management efforts. Examples include monitoring and collecting project contracts, maintaining project resource allocation tracking, and updating current billing status. Support the development and communication of company/ office procedures. Prepare and distribute company reports to management as directed. Schedule company meetings, and prepare and distribute meeting minutes for internal company meetings.  
  • Assist the Business Development Manager in all marketing and business development efforts.  Examples include drafting client proposals, supporting digital design and blog posts, developing brochures and regular client communications, tracking and maintaining networking calendars, and ordering marketing materials and gifts as required.
  • Assist the Company Resource Manager in all back office tasks in support of the company’s overall function including company programs and benefits, accounts payable and receivable, as well as bookkeeping. Examples include, tracking employee PTO, processing and maintaining all COI and W9 forms, coordinating internal approval of subcontractor invoices, collecting and categorizing company receipts, and coordinating meals, travel arrangements  and venues for company events and projects.
  • The individual in this position will be responsible for organizing, maintaining, and curating company electronic and physical data, materials, and shared resources; producing and distributing correspondence memos, letters, faxes and forms; handling company mail; and overseeing opening and closing office procedures.
  • Ensure operation of equipment and technology by completing preventive maintenance requirements; calling for repairs, maintaining inventories and issues logs, and evaluating new equipment and technologies.
  • Oversee general office management and cleanliness including maintaining office supply inventory and office organization, overseeing janitorial duties, and act as company receptionist by receiving and processing all incoming communications.
  • Manage relationships with all vendors, including but not limited to IT, website, janitorial, coffee, office supplies, etc.

Skills/Qualities:  

  • Proficient in Microsoft Office, Google Suite for Business, Adobe Acrobat, CRM Tools
  • People-skills: people friendly, service oriented, pleasant disposition
  • Excellent verbal, written and interpersonal communication skills: clear, concise and effective, exercises good follow-up and follow-through
  • Proactive: operates in a self-directed fashion, anticipates the needs of the company and management, acts in a responsible and professional manner, and handles sensitive information in a confidential fashion
  • Strong organizational skills: ability to manage multiple tasks, files materials appropriately, attention to detail
  • Strong time-management skills: ability to balance competing priorities
  • Enjoys working in individual and team environments: able to work in a dynamic setting
  • Experience with the following items is a plus but not required;
    • General knowledge about Commercial Real Estate or green buildings
    • WordPress/ HTML/ website maintenance
    • Image editing software (i.e. Photoshop, Publisher, InDesign, Canva , Illustrator, etc.)
    • QuickBooks
    • Mailchimp/ Constant Contact
    • Deltek Vision
    • Insightly

Minimum Requirements

  • High school diploma or equivalent; college degree preferred
  • Proven office management or administrative assistant experience
  • Knowledge of office management systems and procedures

Care to Join us?

If Lorax Partnerships sounds like the place for you, contact us by emailing contact@loraxllc.com with “Lorax Partnerships Job Opportunities” in the subject line. Please include as attachments, your resume with professional experience and education background. Include a cover letter that tells us a little about yourself and why you would like to join our firm along with your contact information, and two references.

Candidates of interest will be contacted by email for scheduling of onsite interviews. 

Posted in ,