Design Administrator

HBG Design is seeking a Design Administrator to provide administrative support to our interior design and architecture staff and other departments as needed. This position will work closely with Design Leadership to support the development and implementation of department initiatives. This position will also be responsible for vendor relations.

The Firm:

HBG Design is the #3 Hospitality Design Firm in the U.S., as ranked by Hotel Business magazine, and the #2 Gaming and Entertainment Design Firm in the U.S., as ranked by Business Design & Construction magazine. With offices in Memphis, TN, San Diego, CA, and Dallas, TX, HBG Design offers a stable and increasing workload of national projects and a solid industry reputation for sustaining repeat clientele who trust and value us for what we know, what we do, and how we do it. Over HBG’s 45 years in the industry, our 100 professionals in architecture, interior design, design detailing and documentation, codes, and construction administration have built an impressive client portfolio that includes Hyatt Hotels, Hilton Hotels, Rock & Brews, Caesars Entertainment, Hard Rock International, Elvis Presley Enterprises, Oaklawn Racing Casino Resort, Four Winds Casinos, and WinStar World Casino and Resort.

Our firm is consistently Voted A ‘Best Place to Work’ By Our Employees in surveys by the Memphis and San Diego Business Journals! HBG Design offers many industry-leading benefits and perks, including an established Sponsor Program and award-winning Emerging Professionals Studio, each designed to actively support and guide project employees through their career path at the firm.

The Successful Candidate:

If you are looking for an exciting place to amplify your customer service and organizational skills, HBG Design is seeking a Design Administrator with the ability to maintain and help progress the initiatives of in-house groups, as well as serve as the firm’s primary contact for all material vendors. This position requires consistency, flexibility, teamwork, and a high level of professionalism, both written and verbally. The successful candidate will also possess a high level of precision and attention to detail, with proven success at managing numerous jobs at once.

The Team Environment:

At HBG Design, we value professional excellence and collaboration, and work to empower our staff around their strengths and passions. Key to this is providing our employees with an environment that is conducive to brainstorming and idea sharing, and team building. Each of HBG Design’s offices in Memphis, San Diego, and Dallas, are bright, open, contemporary spaces that promote engagement and mentorship, where staff members are immersed in an engaging environment alongside some of the national hospitality and entertainment industry’s best creative minds.

Our employees agree: “At HBG Design, we thrive in a fun and collaborative culture, surrounded by a team of immensely creative individuals. The company genuinely cares about its employees and encourages us to pursue our passions and achieve our goals, while providing industry leading benefits and a flexible work week that includes WFH Fridays. The exceptional culture, interesting people, high-level design projects, and positive work environment are the reasons why I love being a part of HBG Design.”

Position Responsibilities:

• Support Design Leaders to develop and maintain department initiatives and growth opportunities; provide administrative assistance to interior design and architecture staff and other departments as needed.
• Serve as a liaison between Design Leaders, staff, vendors and/or corporate departments (Marketing & Business Development, Human Resources, Financial Services).
• Prepare written correspondence and work products utilizing HBG Design Microsoft Word and Excel templates, following brand standards for the firm.
• Coordinate and schedule meetings; assist with all meeting requirements as needed (i.e., conference room assembly, food and beverage accommodation).
• Proactively collect receipts, stay ahead of invoicing, anticipate reoccurring expenses and complete expense/mileage/travel vouchers, per firm policy and under the direction of the Financial Services Department.
• Coordinate travel logistics (airfare, lodging, rental car, special reservations, and full itinerary development) for any traveling staff; populate Out of Office Calendar accordingly.
• Provide firmwide administrative team support by filling in for other administrative roles as needed, which includes assisting project teams and corporate staff with needs and acting as backup to Receptionist on switchboard and providing front desk support for HBG Design Memphis as needed.

Qualifications:

• Bachelor’s degree preferred.
• 2-5 years of experience in an administrative role in an office environment.
• Demonstrated ability to communicate professionally in written and verbal context, trustworthy regarding confidential information.
• Passion for providing “best of class” customer service and creating value in the role of supporting others to accomplish goals and achieve success.
• Possess strong organizational skills, detail oriented, and highly skilled at prioritizing tasks and assignments.
• Must be proactive in foreseeing demands and exercising initiative, able to self-direct work, customer focused, organized, and comfortable in a fast-paced environment.
• Proficiency in Microsoft Office Applications.

EOE