Firm Administrator

We are a collaborative, design-driven architecture firm seeking a highly organized, detail-oriented Firm Administrator to oversee daily operations, human resources functions, support firm leadership, and help keep our operations running smoothly. This is a leadership role requiring strong judgment, discretion, and the ability to manage multiple moving pieces with precision.

The Firm Administrator oversees internal operations, human resources, recruitment coordination, vendor management, compliance, and executive support. This individual ensures operational excellence across administrative, HR, and office functions while providing high-level support to firm leadership.

This is a full-time, in-office position, Monday through Friday, 8:00am – 5:00pm.

• Administrative support to firm leadership
• Edit, format, and assemble professional documents and proposals with a high level of accuracy and consistency
• Prepare and distribute weekly staff reports
• Event planning and coordination
• Maintain organized storage systems (physical and digital)
• Marketing assistance as needed (InDesign experience a plus)
• Provide receptionist backup coverage when required
• Own and manage a significant annual end-of-year firm initiative involving planning, coordination, production support, list management, deadlines, and close attention to detail (a year-end client/partner outreach project)
• Software license management
• Business and city license renewals

• Lead onboarding and offboarding processes
• Prepare employment agreements and new hire documentation
• Coordinate new employee start logistics
• Benefits administration, including medical, dental, life, and supplemental plans
• 401(k) administration and reporting
• Benefits reporting and compliance tracking
• OSHA reporting and compliance coordination
• Maintain personnel files and ensure regulatory compliance

• Draft and post job descriptions
• Screen resumes and coordinate interview scheduling
• Assist with candidate communications
• Support leadership throughout recruitment process

• Prepare and track AIA contracts
• Coordinate general office operations, vendor relationships, and maintenance needs
• Assist with long-range building and facilities projects
• Maintain operational systems and workflows

• 5+ years of progressive administrative/operational experience
• Demonstrated experience administering employee benefits and 401(k) plans required
• Strong technical aptitude; must be highly proficient in Microsoft Office and standard business software
• Exceptional writing, editing, and proofreading skills
• Experience with benefits administration and HR processes
• Experience with AIA contracts preferred
• Adobe InDesign experience a plus
• Highly organized, detail-oriented, and proactive
• Strong interpersonal and communication skills
• Ability to handle confidential information with discretion

Salary is dependent on experience and is highly competitive. We offer a comprehensive benefits package including:

• Medical, dental, vision, and life insurance