Job Description

We are seeking a highly organized and proactive

Office Manager

to support the day-to-day operations of our architecture firm. The ideal candidate will ensure smooth administrative functioning, coordinate office workflows, support project teams, and contribute to a productive, professional work environment. Prior experience in an architecture, engineering, or design office is preferred.

Key Responsibilities

1. Administrative & Office Operations

Manage daily office operations including reception, correspondence, and scheduling. Maintain office supplies, equipment, and vendor relationships. Oversee facility management tasks such as maintenance, housekeeping, and IT coordination. Develop and enforce office policies, procedures, and quality standards.

2. Project & Team Support

Assist architects with document preparation, formatting, printing, and filing. Coordinate submission of drawings, municipal documents, permits, and approvals. Maintain project databases, logs, and documentation. Support team scheduling, internal deadlines, and workflow tracking.

3. Financial & Vendor Coordination

Assist with invoicing, billing follow-ups, purchase orders, and petty cash management. Coordinate with accounting for payroll inputs, reimbursements, and financial recordkeeping. Manage contracts with service providers and consultants.

4. HR & Staffing Support

Maintain employee attendance, leave records, and onboarding documentation. Support recruitment activities: job postings, scheduling interviews, and candidate communication. Organize staff meetings, reviews, and office events.

5. Client & Communication Management

Act as a point of contact for clients, consultants, and vendors. Manage calendars, meetings, calls, and travel arrangements for senior architects. Ensure timely communication and professional representation of the firm.

Qualifications & Requirements

Bachelor's degree in Business Administration, Management, Architecture support, or related field. 1-2 years of office administration experience; experience in an architectural or design firm is a plus. Strong proficiency in MS Office; familiarity with architectural documentation workflows preferred. Excellent communication, organizational, and multitasking skills. Ability to work independently, maintain confidentiality, and support a creative team.

Preferred Skills

Basic understanding of architectural terminology, drawings, and project stages. Experience with project management tools, invoicing software, or CRM systems. Strong problem-solving and coordination abilities. Professional, friendly, and client-oriented attitude.

Compensation

Competitive salary based on experience. Benefits may include paid leave, professional development support, and performance bonuses
Job Type: Full-time

Pay: ?12,000.00 - ?15,000.00 per month

Work Location: In person