What are the responsibilities and job description for the Office Coordinator position at Peter F. Gaito & Associates?
Join a Growing Architectural Firm
We're looking for an organized, dependable, and motivated professional to become the organizational hub of our office.
This is not a traditional receptionist or administrative assistant position. You'll work directly with the firm's principals and staff, helping coordinate communications, manage office operations, support project teams, assist with billing, and contribute to marketing and business development.
If you enjoy working with people, staying organized, solving problems, working with numbers, and creating polished presentations and documents, you'll thrive in this role.
As our firm continues to grow, this position offers excellent opportunities to take on greater responsibility and build a long-term career.
What You'll Do
- Serve as the first point of contact for clients and visitors
- Answer and manage incoming phone calls and emails professionally
- Coordinate calendars, meetings, and schedules
- Prepare invoices and assist with billing and bookkeeping
- Track project deadlines and administrative tasks
- Prepare proposals, contracts, and presentation materials
- Organize and maintain project files and office records
- Coordinate with engineers, consultants, municipalities, and vendors
- Assist with marketing initiatives, social media, website updates, and business development materials
- Support the principals with a wide variety of business and office operations
Every day is different, and you'll play an important role in helping our office run efficiently.
The Ideal Candidate
We're looking for someone who enjoys both the business and creative sides of running a professional office.
You are someone who:
- Loves organizing and keeping projects moving
- Is comfortable working with numbers and spreadsheets
- Has excellent written and verbal communication skills
- Enjoys creating polished documents and presentations
- Is detail-oriented and dependable
- Can manage multiple priorities while maintaining accuracy
- Takes initiative and enjoys solving problems
- Works well independently while being part of a collaborative team
Qualifications
- Associate's or Bachelor's degree preferred
- 2–5 years of professional office experience preferred
- Strong Microsoft Office skills (especially Excel, Word and Outlook)
- Excellent organizational and communication skills
- Ability to manage multiple priorities with attention to detail
Experience in any of the following is a plus:
- Accounting or bookkeeping
- Marketing or communications
- Graphic design or social media
- Architecture, engineering, or construction
- Commercial real estate
- Small business operations
- Project coordination
Software experience is a plus:
- QuickBooks
- Canva
- Adobe Suite: Acrobat, InDesign, Photoshop
- CRM or project management software
- Other Marketing software
What We Offer
- Competitive salary based on experience
- Paid holidays and paid time off
- A collaborative and supportive work environment
- Opportunities for professional growth and increased responsibility
- Exposure to exciting residential, commercial, municipal, and multifamily architectural projects throughout the region
We're looking for someone who wants to become an important part of our team—not just fill a position. If you're dependable, eager to learn, and excited about contributing to a growing architectural practice, we'd love to hear from you.
Pay: $50,000.00 - $58,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
Work Location: In person
Salary : $50,000 - $58,000