Part-Time Office & Operations Manager

INVIVID ARCHITECTURE is seeking a highly organized, proactive, and dependable Part-Time Office & Operations Manager to help keep our growing architecture practice running smoothly.

We are looking for someone who enjoys creating order, staying ahead of details, improving systems, and supporting a creative, fast-paced professional team.

This is an important role in our small office. The right person will take ownership of many of the administrative and operational responsibilities of the practice, allowing our architects and designers to spend more of their time focused on projects and clients.

We are looking for someone who doesn't simply wait for a list of tasks, but notices what needs attention, follows through, and helps develop better ways of doing things.

The Office & Operations Manager will help manage the day-to-day business, administrative, and organizational needs of the firm.

Responsibilities may include:

• Preparing, formatting, and sending proposals, contracts, consultant agreements, and other client documents
• Preparing invoices, maintaining billing records, tracking accounts receivable, and following up on outstanding payments
• Coordinating with our payroll provider, accountant, insurance providers, and other outside business services
• Maintaining employee records and assisting with payroll, PTO, benefits, onboarding, and other HR administration
• Organizing and maintaining digital and physical office files
• Setting up new projects and maintaining project, client, and consultant information
• Managing calendars, meetings, and general office scheduling
• Assisting with project and client administrative coordination
• Tracking contracts, certificates of insurance, consultant information, and other administrative project requirements
• Assisting with proposals, qualifications packages, RFP/RFQ submissions, and other business development materials
• Maintaining firm resumes, project information, standard forms, and marketing materials
• Answering and managing incoming calls, emails, and general inquiries
  
  Maintaining office supplies and coordinating day-to-day office needs
• Coordinating with vendors, consultants, IT providers, and other service providers
• Creating and maintaining office procedures, templates, systems, and checklists
• Tracking administrative deadlines and follow-up items
• Identifying opportunities to improve office systems and processes
• Providing administrative and organizational support to the principal and project team

Because we are a small practice, the role will be varied. The right person will have the opportunity to take increasing ownership of office operations and become a key part of how the firm grows and operates.

We are looking for someone who is:

• Exceptionally organized and detail-oriented
• Proactive and able to anticipate what needs to be done
• Comfortable taking ownership of responsibilities and following them through to completion
• Able to prioritize and manage multiple tasks without constant direction
• Friendly, professional, and comfortable communicating with clients, consultants, vendors, and staff
• A clear and professional written communicator
• Comfortable with numbers, invoices, spreadsheets, and basic financial administration
• Confident using technology and learning new software
• Good at developing systems and finding more efficient ways of working
• Dependable and consistent
• Discreet and comfortable handling confidential business and employee information
• Comfortable working independently while also being part of a collaborative team

Most importantly, we value someone who sees something that needs attention and takes the initiative to address it.

Previous experience in office management, business administration, executive assistance, bookkeeping…