Job Summary
As Office Manager, you will play a critical role in ensuring the smooth and efficient operation of smartDESIGN’s daily activities. This position supports the team with administrative tasks, financial processes, and office culture, helping to maintain an organized, efficient, and welcoming environment. The ideal candidate will have exceptional organizational and communication skills and a proactive, adaptable attitude.
Key Responsibilities

• Office Administration: Manage front-desk operations, coordinate office activities, handle correspondence, and maintain office supplies and equipment. Stock the office with necessary supplies, and ensure complimentary snacks and beverages are available for staff.
• Project Support: Assist project teams with project budget reviews, billing, and collections and participate in weekly Project Manager meeting.
• Calendar & Travel Management: Coordinate scheduling for internal and client meetings, manage leadership team calendars and arrange travel logistics.
• Financial & HR Support: Manage accounts payable, including processing payments to consultants and vendors. Input payroll data for processing by the payroll vendor. Process invoices, expense reports, and assist with employee onboarding, personnel records, and time- off requests. Support the firm principal with financial reports (weekly, quarterly, and annual). Handle banking tasks and coordination with CPA (basic QuickBooks knowledge preferred).
• Professional Registrations: Maintain professional registrations for the principal in various states.
• Facilities Management: Oversee the maintenance and appearance of the office environment, manage vendor relationships, and ensure compliance with health and safety standards.
• Communication & Culture Building: Promote effective team communication and foster a positive workplace culture. Organize office events and activities to build camaraderie and teamwork.
• Qualifications
• 3+ years of office management experience
• Familiarity with Microsoft Office Suite and ability to learn industry-specific project management software
• Basic QuickBooks knowledge is preferred but not required
• Strong organizational and communication skills
• Experience in architecture/engineering/construction industry a plus
• Associate degree in Business Administration or related field preferred
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  Personal Attributes
• Problem-solver with excellent attention to detail
• Ability to maintain discretion with confidential information
• Strong people skills and professional demeanor
• Proactive mindset and ability to anticipate needs
• Excellent time management and multitasking abilities
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  Benefits
• Health insurance
• Retirement plan with employer contribution
• Generous paid time off and holiday leave
• Birthday holiday
• Flexible hybrid work arrangements
• Professional development opportunities
• Mentorship from current Office Manager during transition
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  Compensation
• Competitive salary commensurate with experience and qualifications.
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  smartDESIGN Architecture is an equal-opportunity employer. We value diversity and are committed to creating an inclusive and supportive environment for all employees.
   
   
   
  To Apply
  Email resume and contact info for three references to Ed Smart at: esmart@smartDESIGNarchitecture.com