Architectural Office Manager (Part-Time to Full-Time)

Philadelphia, PA; Philadelphia (Philadelphia County); Híbrido; USD 38.000 - 52.000; A tiempo parcial

Descripción de la vacante

Charles Matsinger Associates, a medium-sized architectural firm in Old City Philadelphia, is seeking a professional Office Manager with 3-5 years of experience. The position starts part-time with potential for full-time.

You should be cheerful, professional, adaptable, and highly computer-literate, with experience in Microsoft Office and CRM software. Responsibilities include front desk reception, electronic filing, invoicing, client liaison tasks, scheduling meetings, and coordinating benefits

Formación

• 3-5 years of experience in office/administrative support.
• Proficient in Microsoft Office Suite and CRM software.
• Able to access websites and client portals; very computer-literate.
• AI friendly and curious.

Responsabilidades

• Front Office Reception/Check for Voicemails.
• Electronic filing of office documents.
• Email monthly Matsinger invoices to clients; file monthly invoices once emailed.
• Assist in processing consultant invoices as received by email.
• Coordinate client liaison tasks; add client contact information; record purchase orders; obtain COIs for clients.

Conocimientos

Self-starter

Time management

Attention to detail

Interpersonal skills

Scheduling

Herramientas

Microsoft Office Suite

CRM software

Descripción del empleo

Charles Matsinger Associates, a medium-sized architectural firm in Old City Philadelphia, is seeking a professional Office Manager with 3-5 years of experience.We offer a friendly, supportive and lively working environment with benefits.Targeted Start Date of Monday, November 30, 2026.

· Part Time to begin.Full time potential.

· Cheerful, professional and adaptable self-starter with good follow-through.

· Must be extremely computer-literate and experienced in accessing websites, Client portals and various software programs.

· AI friendly and curious.

· Must be proficient in Microsoft Office Suite, including Word, Excel, Outlook; CRM software.

Responsibilities Include, but are not limited to the following:

· Front Office Reception/Check for Voicemails

· Electronic Filing of Office Documents

· Email Monthly Matsinger Invoices to Clients; File Monthly Invoices once emailed

· Assist in Processing Consultant Invoices as received through email

· Coordinate Client Liaison Tasks:Add Client Contact Information; Record Purchase Orders; Obtain COIs for Clients;

Manage Badging at Client Sites

· Enter New Project Information into Bookkeeping software

· Schedule Meetings; Arrange for Food on occasion

· Coordinate Modifications to Health, Dental, and Disability Income Insurance

· Assist with Job Postings for New Hires: Schedule Calls/Interviews, Provide Offer Letters

· Coordinate Scheduling of Bi-Annual Staff Reviews and other firm-wide events.

Please include References and Software/Programs you have worked with.

Address

320 S. Broad Street, Suite 171 Philadelphia, PA 19102