What are the responsibilities and job description for the Operations Coordinator position at BC Architects?
Role Overview:
BC Architects AIA, Inc. (BCA), a Coral Gables-based architecture and multi-disciplinary design firm, has an opening for an Operations Coordinator. We are seeking an organized, detail-oriented, and creative individual with office administration, bookkeeping, and social media skills. The successful candidate will report directly to the Director of Operations.
Key Responsibilities:
- Office Services: Handle day-to-day administrative tasks such as managing office equipment, ordering and maintaining office and kitchen supplies, supporting office staff, and coordinating travel arrangements when required.
- Bookkeeping: Responsible for expense tracking, client invoicing, posting vendor bills/payments, accounts payable/receivable, processing payroll, and recording financial entries and reconciliations.
- Regulatory Compliance: Maintain schedule and assist with timely preparation of state and local certification renewals and request consultant’s insurance certification for record keeping.
- File and Document Management: Manage both physical and electronic filing, organize and maintain project documents, contracts, and files in an efficient and accessible manner.
- Calendar Management: Coordinate and manage office shared calendar and staff schedules, appointments, staff meetings, luncheons, webinars, and other office events, including scheduling AIA-approved presentations.
- Client and Vendor Communication: Serve as an additional point of contact for clients and vendors, answering inquiries, scheduling meetings, and providing exceptional customer service.
- Meeting Coordination: Arrange and prepare equipment and materials for internal and external meetings, including taking minutes and follow-up actions.
- Communications Management: Manage phone calls, transferring calls or taking detailed messages, manage general office emails and mail collection, and prepare office communications such as memos, letters, and emails, including email blasts/notifications such as holiday greetings, announcements, etc.
- Office First Impression: Manage reception area, welcome visitors by greeting and directing them appropriately, and providing them with the necessary support while in the office premises.
- Social Media Presence: Assist with managing the company's social media profiles (LinkedIn, Facebook, Instagram, etc.), website updates, and email marketing campaigns to enhance online presence and ensure brand consistency across all marketing materials and communication channels.
- Content Creation Support: Assist with creating and maintaining marketing collateral, including brochures, presentations, and digital content, to showcase BC Architects' portfolio and capabilities.
- Business Development: Assist in gathering information and preparation of RFQs/RFPs responses for potential architectural projects and services.
Director of Operations
75 Valencia Avenue, Ste. 1000
Coral Gables, FL 33134
Office: (305) 663-8182
Web: www.bcarchitects.com
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