What are the responsibilities and job description for the Office Administrator position at Wilson Architecture + Design, LLC?
About Us
Wilson Architecture Design is a residential architecture firm dedicated to creating meaningful spaces that support the way people live. Our work is highly collaborative, client-focused, and rooted in thoughtful, functional design.
Position Overview
We are seeking an organized, proactive, and detail-oriented Office Administrator to oversee the day-to-day operations of our architectural practice. The Office Administrator will play a key role in ensuring the smooth running of the office, managing administrative and financial tasks, and supporting the principal architect. This position requires strong communication skills, a high level of discretion, and proficiency with QuickBooks and office software.
Key Responsibilities
Administrative & Office Operations
- Manage office calendar and schedule client meetings
- Schedule new client consultations and collect payment.
- Maintain organized project files, contracts, and correspondence (digital and physical).
- Answer phones, greet clients, and serve as a first point of contact for the firm, provide messages to the appropriate party.
- Order and track office supplies, equipment, and subscriptions.
- Scan and digitize archived project files.
- Track and order office supplies.
Financial & Bookkeeping (QuickBooks)
- Manage accounts payable and receivable; process invoices and payments.
- Reconcile monthly bank and credit card statements.
- Track project-related expenses and reimbursements, including mileage, printing costs, and consultants.
- Prepare and send client invoices; follow up on outstanding payments.
- Generate monthly financial reports for leadership review.
- Assist with budget tracking and forecasting.
- Review time sheets, generate analysis of estimated cost vs. actual cost.
- Collaborate with Architect to develop office standards, processes, and templates.
Project & Client Support
- Prepare client proposals and agreements with information provided following initial consult.
- Set up new client files, Quickbooks estimates, digital file, contacts, etc.
- Assist with preparation and formatting of proposals, presentations, and marketing materials.
- Track contracts, insurance certificates, and subconsultant agreements.
- Coordinate permit applications and submissions with municipalities.
- Support architects with meeting preparation, note-taking, and distribution of minutes.
- Complete building permit applications, print documents as necessary, and coordinate delivery or online submission.
Marketing & Communications
- Update website content and social media accounts with project updates and firm news.
- Assist with assembling marketing packages.
Qualifications
- Minimum 3 years of office management, administrative, or bookkeeping experience (experience in an architecture, engineering, or design firm preferred).
- Proficiency with QuickBooks, Apple office suite and calendar.
- Strong organizational, time management, and communication skills.
- Ability to prioritize multiple tasks and work independently with minimal supervision.
- Discretion and professionalism in handling confidential information.
Compensation & Benefits
- Competitive salary based on experience.
- Collaborative and creative office culture.
Job Type: Part-time
Pay: $20.00 - $24.00 per hour
Expected hours: 16 – 24 per week
Benefits:
- Flexible schedule
Experience:
- Office Administration: 1 year (Preferred)
- Quickbooks: 1 year (Preferred)
Work Location: In person
Salary : $20 - $24