What are the responsibilities and job description for the Office Administrator position at Potter Architects LLC?
Company Description:
Potter Architects LLC is a medium-size, third-generation architectural firm that has provided comprehensive architectural services since 1932. The firm offers design, planning, interior design, engineering, sustainability and LEED certification, and construction administration for clients in both public and private sectors. With specialties in education, mixed-use/multi-family residential, municipal/government, healthcare, and commercial buildings, the team works closely to deliver thoughtful, future-focused solutions. Based on a rich legacy of designing key civic buildings in Union Township, the firm combines long-standing principles with contemporary practice. Clients include public school boards, medical organizations, and large corporations, with a strong emphasis on personalized service and collaboration.
Role Description:
The Office Administrator is a part-time role with potential to turn into a full-time role, based in Union, NJ, responsible for supporting the smooth daily operations of the firm. This role includes managing reception duties, answering phone calls and emails, managing QuickBooks and consultant payments and monthly job billings. Additional responsibilities include ordering and organizing office supplies, coordinating office equipment, assisting with billing support and basic bookkeeping tasks, and liaising with clients and vendors. The role also involves supporting architects and technical staff with administrative tasks, maintaining an organized office environment, and contributing to a professional and welcoming atmosphere for clients and team members.
Qualifications
- Candidates should possess strong Office Administration and Administrative Assistance skills, including scheduling, recordkeeping, and document management.
- Experience with QuickBooks or other accounting / billing software.
- Candidates should possess effective Communication and Customer Service skills to interact professionally with clients, vendors, and team members.
- Candidates should possess practical experience with Office Equipment, such as printers, scanners, copiers, phone systems, and basic troubleshooting.
- Proficiency with common office software (e.g., Microsoft Office or Google Workspace) and comfort with learning new digital tools and systems.
- Strong organizational skills, attention to detail, and the ability to manage multiple tasks and priorities in a fast-paced environment.
- Ability to work collaboratively with a multidisciplinary team and maintain a professional, inclusive, and respectful workplace.
- Prior experience in an architecture, engineering, or professional services office is beneficial but not required.
- High school diploma or equivalent required; additional education or training in business administration or related fields is a plus.
- 2 years or more of related office administrative work is a plus.