Office Manager

JOB SUMMARY: As the Office Manager, you will be instrumental in ensuring the smooth and efficient operation of our architectural firm. You will oversee administrative functions, manage office procedures, and support our team in delivering high-quality architectural services. This role requires a proactive and organized individual with excellent leadership skills and a passion for fostering a positive work environment.

KEY RESPONSIBILITIES:

• Office Administration:
• Manage office operations, including maintaining supplies, equipment, and facilities.
• Develop and implement efficient office procedures and policies to enhance productivity and organization.
• Handle incoming correspondence, mail distribution, package deliveries and couriers, phone calls, and inquiries with professionalism and promptness.
• Maintain awareness of conference room usage, organizing occupancy when necessary
• Issues and updates firm information to staff as required.
• Coordinates planning meetings and principals' travel.
• Obtains/Maintains records and processes continuing education credits and state registrations and professional registrations for principal(s)
• Develops and maintains an understanding of the corporate structure and responsibilities of each office.
• Collaborates with other Studio Administrators from other offices to provide coverage and maximize the strength of the team.

• Assists with new employee training and onboarding to welcome and orient them to firm systems and processes used in the employees daily activities.
• Position requires critical thinking to anticipate needs and impact of actions so that proper notifications and activities can be performed to best support the individual and firm.
• Contribute as required to the overall quality and success of the project, studio and firm.
• Work closely with IT department supporting all technology needs in office.

• Financial Management:
• Assist with financial tasks such invoicing, and expense tracking.
• Collaborate with the finance department to ensure accurate accounting and financial reporting for office expenses.
• Work with Managing Director in planning annual budget for office following year.
• Monitor office expenditures and identify opportunities for cost-saving initiatives.
• Client Relations:
• Serve as a point of contact for clients, providing exceptional customer service and addressing inquiries or concerns.
• Coordinate client meetings, appointments, and project updates in collaboration with the architectural team.
• Refer ‘cold calls’ to appropriate party.
• Maintain awareness of clients, projects, and project types to best direct calls and visitors.
• Locates information from clients or archived files on an as-needed basis.
• Keep Deltek Database contact entries current.

• Office Culture and Team Support:
• Foster a positive and inclusive office culture by organizing team-building activities, events, and celebrations.
• Facilitate effective communication and collaboration among team members to promote productivity and teamwork.
• Assist staff members with special projects, as requested
• Performs multiple types of communication by contributing, preparing and proofreading for supported individuals.

• In the event the office grows, the supervision of administrative staff and delegation of tasks may be required

• May perform administrative functions to support RFP and RFQ preparations and/or contract administration in the areas of RFI’s and Submittals.
• Coordinate with HR for annual college career fairs

QUALIFICATIONS:

• Previous experience in office management or a related administrative role, preferably in the architecture or design industry.
• Strong leadership skills with the ability to motivate and mentor staff.
• Excellent organizational and multitasking abilities, with a keen attention to detail.
• Proficiency in office software and tools, including Microsoft Office Suite and office management software. Familiarity with Deltek/Vantagepoint and SAP Concur a plus.
• Exceptional communication and interpersonal skills.
• Bachelor's degree in business administration, human resources, or a related field is preferred but not required.
• Notary registration a plus

Compensation range offered for this Job Posting: 75k - 95k.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Majority of time is spent in sitting position.
• Ability to move throughout the office either by walking or through assisted means.
• There are some lifting requirements (5-15 lbs.) for this position.
• Some activities may require standing, bending and stooping for short periods of time.

Cooper Carry is an Affirmative Action/EEO Employer who values workplace diversity and consider applications regardless of age, race, gender, religion, color, sex, national origin, genetic information, sexual orientation, veteran status, individuals with disabilities or other status protected by law Cooper Carry provides a drug free workplace.