Office Manager/ bookkeeper/ assistant

Company Description

AR Architecture, LLC is firm that provides professional architectural services to clients in a variety of industries. The company focuses on delivering practical, high-quality solutions and maintaining strong client relationships. Team members work in a collaborative environment where accuracy, reliability, and service are highly valued. The office in Boca Raton, FL supports both technical staff and project teams with efficient administrative and financial operations

Key Responsibilities

Bookkeeping & Financial Administration:

• Manage Accounts Payable & Receivable: Process, code, and enter vendor invoices, track outstanding bills, and issue client invoices.
• Account Reconciliation: Perform monthly bank, credit card, and ledger reconciliations to ensure financial accuracy.
• Data Entry: Maintain up-to-date and flawless financial tracking within QuickBooks.
• Payroll Support: Assist with recording hours, processing payroll, and keeping employee records.
• Reporting: Prepare standard monthly financial summaries, including Profit & Loss statements and aging reports, for management review.

Office Management & Operations:

• Phone Reception: Manage a multi-line phone system; answer, screen, and route incoming calls professionally and take accurate messages.
• Daily Operations: Oversee day-to-day office functions to maintain a clean, organized, and welcoming work environment.
• Supply Management: Monitor inventory and order office supplies, snacks, and equipment as needed.
• Vendor Coordination: Act as the primary point of contact for utility providers, property management, and IT support.
• Filing Systems: Create and maintain efficient, secure digital and physical filing systems for legal, financial, and operational documents.

Administrative Assistance:

• Executive Support: Manage calendars, schedule appointments, and coordinate travel arrangements for leadership.
• Communications: Screen incoming phone calls, manage general email inquiries, and sort physical mail.
• Documentation: Draft, proofread, and format professional correspondence, spreadsheets, and meeting notes.
• Team Support: Assist engineers with clerical work and with special projects and provide ad-hoc operational follow-up across departments.

Qualifications & Skills

• Experience: 2–3 years of experience in bookkeeping, office administration, or a blended clerical role.
• Software Proficiency: Proven, hands-on experience with QuickBooks (Desktop) and Microsoft Office (specifically strong Excel skills).
• Organization: Elite time-management skills with the ability to prioritize tasks independently in a fast-paced setting.
• Communication: Strong written and verbal communication skills with a professional demeanor.
• Discretion: High integrity and a proven ability to safely handle sensitive corporate and financial metrics.
• Optional Plus: Past work experience in engineering, design or construction firms is a major plus.