Job Description

A well-established architectural design firm with a small team is seeking a hands-on, detail-oriented Office Manager to support daily operations. The ideal candidate is comfortable in a small office environment, highly organized, and capable of managing accounting tasks manually using Excel and paper-based systems. This is a key administrative role that collaborates directly with the firm’s principal and supports the design team.

Key Responsibilities:

• Greet visitors at the front desk and handle incoming calls with professionalism
• Serve as a liaison between the firm and clients, vendors, and consultants
• Manage all monthly billing tasks, including:
• Collecting and reviewing employee timesheets
• Billing for contract engineering services, printing, and permit fees
• Maintaining a manual project ledger of expenses and receipts
• Creating invoices manually in Excel for client billing
• Handle all accounts payable tasks including rent, consulting fees, and general expenses
• Order office supplies and manage inventory
• Coordinate professional liability insurance applications, renewals, and client certificates
• Draft and edit letters, proposals, and AIA contract forms as needed
• Support the firm’s licensure and continuing education requirements, including:
• Managing state architectural registration renewals
• Tracking continuing education credits for the principal
• Maintaining national certifications for multi-state licensure
• Assist in preparing project-specific Specification Manuals using existing templates
• Collect and organize year-end expense data to support tax preparation
• Manage bi-monthly payroll processing via Paychex, including organizing timesheets
• Support the employee health insurance process in coordination with an external broker
• Maintain an organized filing system for office documents and architectural drawings

Ideal Candidate Will Have:

• 15-20+ years of office management experience in a professional setting
• Comfort with paper-based systems and manual processes (Excel-based invoicing, ledgers)
• Basic accounting or bookkeeping experience (manual tracking of expenses/invoices)
• Proficiency in Microsoft Office, particularly Excel and Word
• Strong organizational, multitasking, and communication skills
• Experience working in a small business or low-tech office environment
• Ability to work independently and with a high degree of discretion
• Familiarity with architecture, design, or professional services firms a plus

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