ARCHITECTURAL OFFICE MANAGER
JOB DESCRIPTION
Elements Architecture, Inc., a small boutique architectural firm in Aliso Viejo is seeking an experienced Office Manager to perform all the financial, human resources and office administration functions for the firm.
RESPONSIBILITIES
Office Management
• Select and manage relationships with all office vendors
• Primary liaison with IT consultant and print services vendor
• Order hardware, software and office supplies
• Manage business insurance, complete annual renewal applications and track/request certificates of insurance
• Coordinate all office maintenance and repairs
• Primary liaison with Property Manager for building maintenance
• Work with multiple jurisdictions to obtain architectural licenses and registrations. Prepare annual reports. Obtain city business licenses. Track architectural license and NCARB renewal status.
Finance/Accounting
• Utilize BQE CORE for accounting, time sheets and project billing
• Accounts Payable – Enter and process payments for vendor and subconsultant invoices. Process employee expense reimbursements
• Accounts Receivable – Generate client invoices, receive payments and monitor receivables
• Maintain and reconcile checking accounts and credit cards
• Deposit cash receipts
• Prepare financial reports for principals on cash flow, revenue and expenses
• Work with external CPA on tax return preparation and year end planning
Project Administration
• Set up projects using BQE CORE software
• Review and track status of proposal, additional service proposal and client purchase order status as well as subconsultant proposals
• Report on and monitor project billing and profitability
• Generate client invoices
Human Resources
• Manage hiring and onboarding processes, employment reviews and terminations
• Manage health insurance, benefits and 401K plan
• Manage firm policies and procedures and compliance with applicable laws and regulations
QUALIFICATIONS:
• Bachelor’s degree in business administration or accounting
• Minimum 5 years’ experience in the same role for an architectural, engineering or construction firm
• Excellent verbal and written communication skills
• Self-starter, organized and attention to detail
• Software Skills: Office 365 (Word, Excel, Outlook, Teams), BQE CORE and QuickBooks or similar accounting platform, Bluebeam Revu or Adobe Acrobat
BENEFITS:
• Medical, Dental, Vision, Group Life and AD&D Insurance
• 401K and Profit Sharing • Annual bonus opportunity
• Paid vacation, sick time and holidays
Website:
How To Apply:
Email cover letter and resume to officemanager@elementsarch.com
ABOUT:
Having been formed as a partnership between a high design firm in Santa Barbara and a local Orange County architect, the core of the Elements team has spent the past 30+ years establishing a reputation for delivering high quality design and service to clients that appreciate our passion. The weathering of many economic storms through the years has confirmed Element’s strategy of focusing on project types and clients that aren’t dependent on market whims. An important aspect of this strategy has been developing an environment that promotes the personal and professional growth of our team members.