Office Manager – Patrick Ahearn Architect

About This Position

Patrick Ahearn Architect is seeking a full-time Office Manager to ensure the smooth day-to-day operations of the firm while providing comprehensive support to the principals and office staff.

This position offers the opportunity to contribute meaningfully within an award-winning, highly collaborative architecture practice known for excellence in design and client service. The Office Manager plays a central role in maintaining organizational efficiency, supporting practice management, and fostering a positive and productive office environment.

Requirements:

• – Strong communication skills and excellent organization
• – Good judgement and discretion
• – Excellent written and verbal communication skills
• – Ability to interact with clients and employees alike with the utmost professionalism
• – Computer software skills: Proficient in Microsoft Office Suite, familiar with QuickBooks, familiar with project management platforms (Monograph)

• – 10+ years of experience working in an office in an administrative capacity
• – Bachelor’s degree (preferred)
• – Strong, positive references
• – Previous experience in a design / architecture practice a plus

Office Organization:

• – Keep the office running smoothly
• – Organize & maintain architectural and office supplies
• – Manage vendors for office services

Communications and Operations:

• – Track new project leads, proposal status, and update information in tracking system
• – Monitor office email and communicate regarding firm inquiries, billing, or client communications on behalf of firm
• – Maintaining database for client and firm contacts
• – Organize fee proposals and contracts for projects and track proposal status with Principals
• – New project set up, including paper filing systems, server filing systems and billing systems
• – Maintain office calendar for appointments and meetings
• – Act as the first point of contact and provide a high level of service for all guests
• – Manage and track licensure, corporate state registrations, & annual reports.
• – Mail coordination

Billing / Accounts Receivable & Payable:

• – Coordinate with Comptroller for accounts receivable and payable
• – Prepare and issue monthly invoices for clients
• – Track accounts receivable and payable

Human Resources Coordination:

• – Support onboarding and off-boarding of Team Members with Principal and/or manager
• – Collaborate with new hires and administer company policy and handbook
• – Review, approve, and track employee time off requests
• – Assist Team Members with general questions concerning benefits