Interiors Resource Manager

Interiors Resource Manager  HOK designs buildings and spaces that respond to the needs of people and the environment. Our designers are rooted in technical excellence, driven by imagination and focused on a solitary goal: to deliver solutions that inspire clients and communities. We are currently seeking an Interiors Resource Manager to help support in library, materials, and administrative functions in our Boston office. The person in this position researches and evaluates architectural products and materials for their application across a variety of design projects.  Manages library materials. Supports office administrative functions. RESPONSIBILITIES: Office Management Provide primary front-desk coverage. Assists in the preparation and maintenance of the office budget. Records office expenditures and manages the budget. Responsible for office supply purchasing in a timely manner. Reviews and approves office supply acquisitions. Organizes, publicizes, and registers staff for workshops and other staff development opportunities. Makes site and catering arrangements for training and special events. Ensures that the office equipment is functioning properly. Oversees the maintenance of office equipment. Act as a liaison with building management for maintenance and custodial operations. Acts as a liaison with contractors and utility contractors in servicing office equipment. Manages contractor’s billings and payments. Communicates information, announcements, and messages promptly to staff. Assists in the organization and planning of volunteer and fundraising events. Responsible for the emergency preparedness plan development and communications for the office. Contributes to accomplishing office goals and a positive work environment by performing other duties as required or assigned. Takes personal responsibility for fostering a green workplace through sustainable work practices. Fosters a commitment to external and internal client service.   Administrative Assistance Manages day to day workflow of the office. Requires extensive contact with internal employees and external clients. Provides administrative support to one or more leaders or a department including opening and distributing mail, answering the telephone and taking messages, scheduling meetings, arranging business travel and preparing expense reports, etc. Handles frequent telephone, email and personal contact with internal employees and external clients. Serves as meeting coordinator for client, departmental and /or office meetings. May perform construction administration dues for project teams.   Library Maintenance Manages, maintains, and develops the document cataloging and indexing systems and assists design professionals in locating and obtaining materials and information. Orders, catalogs, and maintains the library’s collection, which may include books, periodicals, pamphlets, slides, product catalogs, and/or product samples. Establishes library policies and procedures to track books/materials on loan. Oversees the purchase and cataloging of resource publications and subscribes to pertinent periodicals as allowed for by the given budget. Performs research for HOK staff upon request. Performs research on materials, products, and specifications; assists project designers with material selection and system research. Ensures products meet specifications for flame retardancy and other critical building codes. Ensures specifications meet third-party certifications, recycled content, VOC, FSC, and embodied carbon targets. Maintain proficiency in products, materials, and techniques by staying abreast of product developments, new materials, code changes, and current industry trends. Develops and maintains relationship with vendors; meet with manufacturers regularly to discuss sustainability and new product & material information. Contributes to furniture and palette development. Tracks goals around embodied carbon, material health, and sustainable sourcing to support HOK initiatives. Attend related conferences and trade shows. Required Skills SKILLS & COMPETENCIES: Advanced knowledge of administrative practices and procedures. Flexible and able to function well in a fast-paced environment. Ability to maintain high degree of confidentiality and strong adherence to the practice of business ethics. Ability to organize, direct, and perform high level supervisory duties in a manner conducive to full performance and high morale. Great interpersonal skills and the ability to interact with all levels of staff. Expert multi-tasker and prioritizer. Proven ability to independently solve problems. Highly organized and meticulously detail-oriented. Ability to work independently with little to no supervision and in a team environment. Effective communication skills both oral and written. Ability to work efficiently, in an organized manner and with attention to detail. Experience working with serials in a library setting, and/or purchasing or inventory control, preferred. Knowledge of library procedures, practice and cataloging, required. Knowledge of research techniques and ability to organize and file materials; utilize and search a catalog, database or the Internet, required. Experience with computers, data entry and general database operations required. Proficiency in MS Office including Excel, Word, PowerPoint, and Outlook. MS Project proficiency preferred. Knowledge of Construction Specifications Institute (CSI) standards and other related concepts, practices, and procedures preferred. Strong knowledge of architectural design, engineering coordination, design trends, products, construction methodology, building systems, material application, and manufacturer-supplier appropriateness.  Strong knowledge of sustainability, integrated design, and LEED guidelines.  Experience with management of team/resources to undertake multiple projects or facets of various projects. Qualifications EDUCATION & EXPERIENCE: Bachelor’s degree in architecture or interior design and 15-20 years of architectural library experience, i.e., materials, material research, furniture, and manufacturers. Previous experience in architecture or related professional services firm preferred.   OTHER: Travel may be required. Overtime may be required. The job duties and requirements that this document describes may be altered or supplemented at any time at the sole discretion of HOK.   Compensation is based on experience, qualifications, education and location.  The reasonably expected range for this position is $80,000 to $85,000. Other compensation may include a discretionary bonus.   HOK is committed to providing our employees with a comprehensive benefits plan to meet their current and future needs. Benefits include medical, dental and vision coverage; 401(K) savings plans; disability, life and accident insurance; paid time off (PTO); and parental leave. In addition, HOK employees enjoy a flexible work schedule with the option to work remotely on Mondays and Fridays. HOK is a drug-free workplace. HOK is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, genetic information, sexual orientation, gender identity, status as a protected veteran or status as a qualified individual with a disability, or any other characteristic protected by applicable Federal, State or Local law.       Location Boston, Massachusetts Position Type Full-Time/Regular