Office Manager

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