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
Benefits
• Medical, Dental, Vision, Group Life and AD&D Insurance
• 401K and Profit Sharing
• Annual bonus opportunity
• Paid vacation, sick time and holidays
Principals only. Recruiters, please don't contact this job poster.