Position Summary

The Office Administrator is responsible for the day-to-day administrative operations of the architecture firm, ensuring the office runs efficiently while providing support to the design team, clients, consultants, and vendors. This individual serves as the first point of contact for clients and helps coordinate business operations, accounting, marketing, and project administration in a professional and welcoming manner.

The ideal candidate is highly organized, detail-oriented, personable, and capable of managing multiple priorities in a creative environment.

Primary Responsibilities

Office Administration

• Serve as the first point of contact for clients, visitors, and phone inquiries.
• Manage office calendar, conference room scheduling, and meeting coordination.
• Maintain office supplies, equipment, and vendor relationships.
• Organize physical and digital filing systems.
• Assist in maintaining office policies and procedures.

Client & Project Support

• Prepare proposals, contracts, and project agreements.
• Assemble presentation packages and meeting materials.
• Coordinate document delivery to clients and consultants.
• Assist with permit applications and administrative submittals.
• Support construction administration documentation when requested.

Accounting & Financial Administration

• Prepare invoices and monitor accounts receivable.
• Track consultant invoices and project expenses.

Technical Skills

Preferred proficiency with:

• Microsoft Office Suite
• Microsoft Outlook
• QuickBooks or similar accounting software

Personal Characteristics

The ideal candidate is:

• Highly organized
• Friendly and welcoming
• Detail-oriented
• Professional
• Discreet with confidential information
• Able to anticipate needs before being asked
• Comfortable working independently and collaboratively