Architectural Office Manager

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

Salary

·        To be negotiated commensurate with level of experience and perceived attitude and ability.