Marketing & Business Development at Roth Sheppard Architects, LLP

Stantec

Senior Marketing Specialist, Buildings

For nearly two decades I have been involved in the business of design. I have demonstrated proven success in administrative management and marketing roles for small and mid-sized design practices in Denver, Colorado and San Francisco, California. Always wearing many hats, I have created winning proposals and qualification packages for both public and private work, established branding and identity standards, produced and maintained eye-catching websites, developed systems to allow offices and departments to run efficiently, participated directly in design team recruitment and human resource management, staged projects for photoshoots, and established social media presence. Now, my goal as a consultant is to utilize my diverse skills to make the lives of design professionals easier and firms more productive.

Services: 
Project Specific Marketing Support
Design and Development of Marketing Campaigns and Collateral Material
Advertising Design
Public Relations 
Business Development
Template Based Website Design and Maintenance, specifically aPhotoFolio and Squarespace
Branding and Identity
Award Submissions
Social Media Marketing
Interior Styling and Photo Shoot Coordination
Editorial Submissions and Content
Creation of Office Operational Standards and Procedures
Development of Roles and Responsibilities for Administrative Staff
Administrative Staff Training and Mentorship
Event Planning and Coordination

GEN HICKS LLC

Principal

I led the marketing efforts for the firm, establishing and maintaining a consistent and compelling brand identity. I was responsible for the entire RFP/Q process, from Go/No-Go to proposal/qualification submission and interview presentation. I produced collateral and promotional materials, design and honor award submissions, proposal graphics, and advertisements. Writing was an integral part of this role and I worked closely with the Partners on copy for awards, the website, promotional materials, proposal components, and professional articles. In addition, I was part of the event committee, planning and producing special events for our internal team, clients, and the local design community. I facilitated the hiring of administrative and design staff and also trained and mentored the Office Manager.

Roth Sheppard Architects, LLP

Director of Marketing

Upon joining the Sutro team as the first full-time administrative employee, I effectively created structure for a growing small firm to run efficiently. I implemented new procedures for timesheets, expense reports, reimbursable tracking, accounts payable, accounts receivable, interior design commission and sales tax invoicing, and human resource protocol. My improvement of IT and in-house printing systems successfully generated additional profit for the firm. Additional responsibilities include payroll management, new hire orientation, benefits administration, and office insurance policies and renewals. 

I created and continually maintained Sutro Architects’ current website which launched in June 2013 and frequently updated the houzz and facebook pages to strengthen social media presence. I produced marketing collateral material, advertising and graphics, and partnered with the media and press to coordinate interviews, schedule photo shoots, and provide images and copy for blogs and other media exposure. I collaborated with several interior designers and photographers to style and stage photo shoots. In addition, I assisted the in-house interior designer with trade account set-up, sample organization, and managed the interior design orders and installation coordination for several clients. 

I was responsible for office maintenance, project assistance, vendor presentation scheduling, supplies, phone system maintenance, IT coordination, banking, public relations, and event planning. On a daily basis I provided administrative support to 20 architects and designers and acted as Executive Assistant to the Principal.

Sutro Architects

Business Manager/Studio Coordinator

I joined Kieding Office Architects on a temporary basis while the previous Office Manager prepared for and subsequently took maternity leave.  Upon her decision not to return to work, I continued my employment with the firm while the Office Manager position was restructured and streamlined.  Working closely with the President and the Project Managers, I was responsible for the weekly billing of tenant improvement projects.  Weekly billing was necessary due to the volume of work, to ensure timely billing of small projects with multiple phases, and to maintain continuous cash flow since tenant improvement projects move quickly and often have small fees.  Using the Sage Master Builder platform, billing was an intricate process consisting of assigning project numbers and phases, accurately maintaining the Active Project List, issuing contractual agreements, tracking timesheet and reimbursable expense data, working with the Project Managers and Principal to track budgets within each project phase, and issuing final invoices.  In addition, I was responsible for accounts payable, tracking outstanding receivables, and assisting the Project Managers with collections.  Working closely with the contract Finance Manager, I was responsible for issuing checks, deposits, and banking transfers.  My general administrative functions included answering phones, greeting clients and vendors, ordering supplies, maintenance of office equipment, processing requests for certificates of insurance, and organizing internal office events.

Kieding Office Architects

Interim Office Manager

As a member of a four person administrative team, I directly assisted three Principals, six Project Managers, and the Office Manager.  I was responsible for tasks related to every stage of the project from award to close-out including, but not limited to: developing resource plans in Deltek Vision, typing meeting minutes, creating graphically interesting Schematic Design, Design Development and Master Plan reports, logging submittals and RFI’s through Newforma, project related filing, and project close-out.  I also worked closely with the marketing department coordinating proposal production.  I was involved in many marketing efforts; responsible for consultant information, graphics, writing and editing, and producing the final package.  I developed resources to organize the electronic photography libraries; as part of this process project sheets were streamlined, graphic standards were implemented, collateral material was updated, and project photos were made easily accessible.

Bennett Wagner & Grody Architects

Project Assistant

Cycle/Yoga is a fusion class designed to deliver a total body workout in one hour.  Consisting of one half hour of yoga-infused cycling followed by one half hour of power yoga, cycle/yoga focuses on strength, endurance, and flexibility.

The Cycling Yogi, formerly The Spinning Yogi

Instructor

As the only administrative team member of the 15 person staff, I established procedures for timesheets, expense reports, reimbursable tracking, billing, graphic standards, and human resource functions.  I managed the maintenance of the phone system and office equipment, ordered office supplies, processed insurance renewals and certificate requests, produced AIA Contracts for all projects, managed general office vendor accounts, and planned office outings such as the Christmas Party.  My HR duties consisted of new hire orientation, tracking insurance eligibility, PTO tracking, assisting with insurance related paperwork and to act as a liaison between the office staff and Principal.  I was responsible for project number set-up, management of expense report submittals, creating and managing timesheets, tracking project profitability, tracking employee billability, generating client invoices, and maintaining billing files.  Acting as the Marketing Coordinator, I read RFPs and RFQs and created outlines of proposal requirements, developed schedules for the production of a proposal or qualification package, and built consultant teams.  I wrote and edited proposal and collateral documents and produced final proposal/qualification packages.  I worked closely with a graphic designer and web developer to rebrand the firm, create a new website, and define graphic standards.  I wrote and edited website copy, uploaded project images, and periodically made site updates and improvements through a content management system.

Odell Architects

Associate

I worked with the Senior Vice President and Leasing Agent in all aspects of commercial real estate leasing.  I was responsible for designing and sending blast email marketing campaigns on a regular basis, maintaining an extensive database of cooperating brokers, and planning and designing marketing events and promotions for five office properties.  I managed the space availability inventory and updated property information on several national commercial real estate websites.  In addition, I participated in every step of commercial leasing process from tours through the final execution of lease documents.  I also assisted the Senior Vice President and the Leasing Agent with filing, scheduling meetings and tours, and telephone and computer related issues.

Corum Real Estate Group, Inc.

Leasing Coordinator

I supported the Programs Manager by managing and processing registration for all events and programs, designing and coordinating mailings of all event and program material, creating and distributing attendance and mailing lists, catering coordination, sponsor recognition, and providing on-site registration for all events.  I assisted the Membership Manager with member recruitment, retention, and maintenance of member database information.  In addition, I managed the AIA Colorado Classifieds database, webpage, and invoicing.  I also managed all office functions for the Colorado Chapter of the American Institute of Architects by managing the Master Calendar, managing all computer and equipment maintenance issues, coordinating print jobs and mailings, inventory and ordering of AIA contract documents, and overseeing the Administrative Assistant.

American Institute of Architects

Programs and Membership Coordinator/Office Manager

At McDermott Planning I supported a team of architects and interior designers with all administrative functions of the office.  Administrative duties included maintaining the contact database, ordering supplies, organizing common areas of the office, scheduling events, and providing phone support.  My accounting responsibilities consisted of project budget tracking and billing, timesheet and reimbursable expense tracking, accounts payable, accounts receivable, and assisting the Business Manager with collections. I also assisted the Director of Business Development with planning client and industry events, graphic design of mailings, and production of proposals and other marketing presentation materials.

McDermott Planning

Office Manager

My responsibilities included the handling of accounts payable, collection and review of timesheets, distribution and updates of financial reports for budget and revenue tracking, and assisting the Finance Manager with billing for the Denver, Dallas, and Boston offices.  As part of the national financial team, I was chosen for an additional layer of training at the Corporate Headquarters in San Francisco, CA.  I developed a close rapport with the Principal-in-Charge and worked closely with him assisting with scheduling, booking travel, expense reports, and occasional personal errands.  I also maintained public office areas, ordered supplies, answered the telephone, scheduled and planned office events, maintained the vendor schedule, assisted in the management of interns, and worked with the design team on the maintenance and organization of the resource library.  On a marketing level, I assisted with the production of marketing collateral, issued press releases, maintained the contact databases, and prepared presentations for potential clients.

Genevieve Hicks