Job Title: Part-Time Office Manager
Hours: 15–20 hours per week
Schedule: Flexible (3–4 days per week; specific hours to be coordinated with the Principal)
Job Summary
We are seeking a highly organized and self-motivated Part-Time Office Manager to oversee the daily business and project-support operations of our small architecture firm. The ideal candidate will manage all financial record-keeping, personnel administration, and office logistics while providing critical assistance in the preparation of legal contracts and technical project specifications.
Key Responsibilities
Financial Management (Bookkeeping & Payroll)
• Full-Cycle Bookkeeping: Maintain accurate records using QuickBooks, including bank reconciliations and financial reporting.
• Accounts Payable & Receivable: Process vendor payments, track project expenses, and create client invoices.
• Payroll & Taxes: Manage semi-monthly payroll and ensure all payroll tax obligations and filings are completed accurately and on time.
• Employee Benefits: Manage monthly Simple IRA deposits and employer match for all participating employees.
Project Support & Documentation
• Contract Administration: Assist principal with the preparation of AIA contract documents, including owner-architect agreements.
• Technical Specifications: Assist project teams in compiling, editing, and organizing construction project specifications and manuals.
Office Operations
• Procurement: Monitor and maintain an inventory of office supplies and architectural materials.
• Vendor Liaison: Manage relationships with service providers, including IT support, building management, and insurance carriers for various business policies including professional liability renewal.
• Social Media: Assist in updating and managing our company website, as well as expanding our following on social media accounts.
• Front-of-House: Serve as the primary point of contact for clients and visitors, manage incoming communications, and coordinate office-wide continued education lunch and learn meetings.
Qualifications
• Experience: Previous experience in bookkeeping or office management is preferred; experience in the AEC (Architecture, Engineering, Construction) industry is a plus.
• Technical Skills: Proficiency in accounting software (e.g., QuickBooks) and Microsoft Office Suite (Word and Excel).
• Communication: Excellent written and verbal communication skills for client and vendor interactions.
• Reliability: Ability to work independently and manage a varied workload within the allotted 20 hours per week.
Work Schedule & Compensation
• Flexibility: We are happy to work with the right candidate to determine a recurring schedule (e.g., 4 hours/day for 5 days, or three 6-hour days).
• Compensation: Hourly rate commensurate upon experience.
• Benefits: We offer a SIMPLE IRA plan with a dollar-for-dollar company match (up to 3%) after six months.
Anyone interested should contact Steve Billingsley at steve@billarch.com or call 423-752-0030.