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Office Manager for Architecture Firm (Part-time)

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Location
Somerville, MA
Hourly
$25.00 - $30.00
Job Type
Contract
Date
Apr 17, 2018
Job ID
2588796
Architectural design firm is seeking a part-time office manager to perform a wide variety of duties.

Title: Office Manager (PT)

Company: Growing architectural design firm.  Staff of 10.
 
Location:  Somerville, MA

Job Type:  Contract with potential to become perm
 
Pay Rate: $25-30/hr
 
Hours / Schedule:  Approximately 30-34 hours per week.  Ideally the time would be spread across 5 days, but may also consider 4 days per week.  Mostly on site, but some potential for remote work. 

Job Description:  Support company owners and team members with a variety of projects and tasks in a fast-paced and employee-friendly environment.  The Office Manager will oversee all administrative and select human resources-related functions as well as other aspects of the firm’s operations.  He/she will work with little supervision to maintain existing office procedures and systems, while recommending, designing and implementing new procedures as needed.  

Responsibilities include:
  • Provide a broad range of support to the founding Principal: schedule meetings, make domestic and international travel arrangements.
  • Work with the Principal to prepare documents for new client contracts prior to execution.
  • Manage human resource functions such as:  recruiting, onboarding new employees, maintaining contact with benefit providers and related enrollment cycles, tracking performance reviews, monitoring paid time off balances, and maintaining personnel files.
  • Serve as contact for various vendors (phone, copiers, and insurance agents); maintain contract documents.  Troubleshoot basic equipment problems.
  • Act as liaison to information technology specialists, maintain and update software; orient new staff to technical systems
  • Troubleshoot basic computer issues. 
  • Maintain databases in Excel and Outlook; ensure organization of all paper files.
  • Manage various office projects:  mailings, staff Lunch and Learn program, office celebrations, etc. Work on special projects as assigned.
  • Maintain professional office appearance; assist with the maintenance of the Interior Design library; manage office supply inventory.
  • Anticipate need for new administrative procedures; recommend and implement as needed.
  • Draft letters and communications to clients, vendors and project partners as needed. 
  • Work with web designer to maintain website, and contribute to social media by coordinating email blasts, tweets, etc. 

 Qualifications:
  • Bachelor’s degree required
  • 3-5 years previous office manager experience required
  • Industry specific (architecture, construction, engineering, design) experience a plus.  
  • Skilled in Microsoft Office Suite applications, including Excel, and Google applications.
  • Must have a strong ability to navigate through technology and enjoy learning new systems. Must have the desire to stay on top of regular hardware/software updates. 
  • Experience in time tracking systems a plus, but not essential (current system is Ebility which is easy to use and learn).
  • Experience with WordPress a plus
  • Must be a team player and collaborator
  • Must be self-directed, eager to excel and to learn
  • Proven ability to prioritize, multi-task and direct one’s own work.