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IAA, a leading architectural firm renowned for its dedication to client satisfaction and innovative design solutions, is seeking an experienced Office Manager to join our collaborative and award-winning team. This position presents an exciting opportunity to work in a dynamic architecture practice committed to design excellence. The ideal candidate will possess applicable experience in an architecture or engineering firm or a related industry, along with excellent organizational skills, a positive attitude, and strong attention to detail.
Responsibilities:
Communications and Operations:
– Serve as the primary point of contact, providing exceptional service to all guests
– Manage incoming telephone calls and direct them as needed
– Coordinate mail distribution and ensure timely delivery
– Oversee the procurement and management of architectural and office supplies
– Coordinate hospitality and entertainment arrangements
– Support office staff on a daily basis
Payroll:
– Process and maintain all status reports and pay changes
– Manage the firmwide reporting and tracking system (e.g., Monograph)
– Maintain reports on new hires, employee attendance, and absenteeism
– Collaborate with the payroll professional to oversee benefit deductions and additions in the payroll system
– Report employee vacation, personal, and sick days to the payroll professional
– Track, support, and encourage the utilization of the firmwide timesheets system
– Prepare regular staffing and job reports using the firm’s reporting and tracking system
Human Resources Coordination:
– Collaborate with firm leadership to develop specific recruiting strategies
– Coordinate candidate interviews
– Support the onboarding process for new employees
– Maintain the employee manual and ensure its accuracy and compliance
– Administer employee benefits programs and track utilization
– Process claims related to employee benefits
– Maintain accurate employee files
– Assist employees in filing health, dental, life, and deferred benefit claims
– Plan and conduct employee introductions and enrollments
– Maintain and verify data related to premiums, claims, costs, and profit sharing
Other Duties:
– Monitor licenses, insurance, subscriptions, and memberships renewals
– Perform additional tasks and responsibilities as assigned by the management team
Qualifications:
– BA or BS degree (or equivalent degree) required
– Minimum of 5+ years of administrative, HR, and financial management experience or education in a related field
– Proficiency in Quickbooks
– Proficiency with Microsoft Office Suite is required, and knowledge of Adobe Creative Suite is a plus
– Excellent written and verbal communication skills
– Experience in supply management
– Meticulous attention to detail, quality, and thoroughness
– Proactive with the ability to work independently and make sound judgments
– Highly organized with the capability to handle multiple projects and tasks concurrently
– Adaptable and resourceful, able to manage shifting priorities and tight deadlines
– Professional demeanor and ability to interact effectively with clients and employees
– Commitment to maintaining strict confidentiality and discretion with sensitive information
– Strong team player with positive references
Benefits and Compensation:
IAA offers a competitive compensation package that includes a SIMPLE IRA plan, health, dental, and vision insurance, paid vacation, and personal days.
To apply for the Office Manager position, please submit your resume, cover letter, and references to [email protected]. IAA is an equal opportunity employer.
International Architects Atelier