Architectural design firm is seeking a part-time office manager to perform a wide variety of duties.
Title: Office Manager (PT)
Company: Growing architectural design firm. Staff of 10.
Location: Somerville, MA
Job Description: Support company owners and team members with a variety of projects and tasks in a fast-paced and employee-friendly environment. The Office Manager will oversee all administrative and select human resources-related functions as well as other aspects of the firm’s operations. He/she will work with little supervision to maintain existing office procedures and systems, while recommending, designing and implementing new procedures as needed.
Provide a broad range of support to the founding Principal: schedule meetings, make domestic and international travel arrangements.
Work with the Principal to prepare documents for new client contracts prior to execution.
Manage human resource functions such as: recruiting, onboarding new employees, maintaining contact with benefit providers and related enrollment cycles, tracking performance reviews, monitoring paid time off balances, and maintaining personnel files.
Serve as contact for various vendors (phone, copiers, and insurance agents); maintain contract documents. Troubleshoot basic equipment problems.
Act as liaison to information technology specialists, maintain and update software; orient new staff to technical systems
Troubleshoot basic computer issues.
Maintain databases in Excel and Outlook; ensure organization of all paper files.
Manage various office projects: mailings, staff Lunch and Learn program, office celebrations, etc. Work on special projects as assigned.
Maintain professional office appearance; assist with the maintenance of the Interior Design library; manage office supply inventory.
Anticipate need for new administrative procedures; recommend and implement as needed.
Draft letters and communications to clients, vendors and project partners as needed.
Work with web designer to maintain website, and contribute to social media by coordinating email blasts, tweets, etc.
Participate in meeting with Principal and Sr. Staff to discuss new operational and business development initiatives and to strategize about business and operational functions.
Bachelor’s degree required
3-5 years previous office managerial experience required
Industry specific (architecture, construction, engineering, design) experience a plus.
Skilled in Microsoft Office Suite applications, including Excel, and Google applications.
Must have a strong ability to navigate through technology and enjoy learning new systems. Must have the desire to stay on top of regular hardware/software updates.
Proven track record of initiating improvements in a rapidly changing environment
Polished verbal written and communication skills
Exceptional administrative, organizational and customer service skills
Must be a team player and collaborator
Must be self-directed, eager to excel and to learn
Proven ability to prioritize, multi-task and direct one’s own work.