Office Administration Assistant

Company Description

OHA Architecture + Design is a full-service architecture, interior design, and planning firm with offices in Sioux Center, Iowa and Mankato, Minnesota. We specialize in creating thoughtful environments across a wide range of project types, including religious facilities, K–12 schools, higher education, healthcare, hospitality, corporate offices, financial institutions, municipal buildings, and industrial facilities.

OHA is seeking a skilled and motivated Office Administration Assistant to join our collaborative team. This role is ideal for an office professional with strong organizational abilities, a passion for office collaboration, and experience in office administration.

As an Office Administration Assistant, you will assist in overall office management, answering phones, and assist in office coordinating with office architects, designers & technicians.

• Assist Project Managers and design staff with day-to-day project coordination tasks
• Prepare and format project documents, reports, meeting agendas, and meeting minutes
• Track project schedules, deadlines, and deliverables
• Coordinate internal and external meetings, including client and consultant meetings
• Maintain organized digital and physical project files
• Assist with submittals, RFIs (Requests for Information), and general project documentation

• Assist in preparing client contracts, proposals, and agreements
• Support tracking of contract status, signatures, and key dates
• Maintain contract files and project-related legal documentation
• Coordinate with leadership on insurance certificates and compliance documentation

• Serve as the first point of contact for phone calls, emails, and visitors
• Manage incoming and outgoing mail and deliveries
• Maintain office supplies and coordinate vendor orders
• Support scheduling for leadership and staff as needed
• Assist with basic bookkeeping tasks such as invoice preparation and expense tracking (as directed)

• Help maintain an organized, professional, and efficient office environment
• Coordinate office events, meetings, and team activities
• Support onboarding logistics for new employees (workspace setup, materials, etc.)
• Assist in maintaining firm calendars, templates, and standard documents
• Identify opportunities to improve office systems and workflows

• Associate or bachelor’s degree in business administration, Communications, or related field preferred
• 2+ years of administrative or office support experience (architecture/engineering/construction industry a plus)
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with project management or CRM software is a plus
• Ability to manage multiple tasks and shift priorities with attention to detail
• Proactive and self-directed
• Strong attention to detail and accuracy
• Professional and service-oriented mindset
• Ability to maintain confidentiality
• Collaborative team player with a positive attitude

• Competitive compensation with a comprehensive benefits package.
• Direct collaboration with clients and consultants.
• Supportive and creative work environment.
• Mentorship and professional development encouraged.
• Mission-focused on integrity, collaboration, and client satisfaction.

OHA is a close-knit, collaborative team with a flexible, people-centered culture. Our studio encourages open design dialogue, supports remote work when appropriate, and is deeply client focused. We value loyalty, trust, and a shared passion for purposeful architecture. This is a great opportunity to join a vibrant, growing firm where you’ll work closely with other design professionals in a dynamic, supportive environment.

We’re committed to exceptional client service and fostering a positive work life balance.