Lead Administrative Assistant

EVStudio; Denver (CO); Híbrido; USD 60.000 - 75.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical insurance

Vision insurance

Life insurance

PTO 15 days

401k match

Volunteer Time Off

Descripción de la vacante

EVstudio in Denver seeks an experienced Office Manager to streamline daily operations across office needs, accounts receivable, contracts, and facilities. You will support onboarding, meetings, and events while maintaining calendars and vendor relations.

Responsibilities include vendor coordination, fleet upkeep, and contract administration, with a focus on organization and communication to support a collaborative design culture.

Formación

• Typically, 5+ years of experience in office management or a senior administrative role.
• Experience supporting accounts receivable, including invoice tracking and client follow-up.
• Experience coordinating contracts, maintaining records, and tracking signatures and deadlines.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities.
• Excellent communication and relationship-building skills with clients, employees, vendors, and leadership.
• Proficiency in Microsoft Office; Excel and Outlook emphasized; Deltek Vantagepoint is a plus.

Responsabilidades

• Coordinate daily office needs, including supplies, equipment, vendors, and maintenance.
• Support onboarding, meetings, and office events; manage calendars and mail.
• Monitor outstanding invoices and collaborate with accounting on collections.
• Prepare, route, and track client agreements and related documents.
• Maintain records for company vehicles and coordinate fleet services.

Conocimientos

Office management

Accounts receivable

Contract administration

Communication

Organization

Vendor relations

Educación

Bachelor's degree preferred

Herramientas

Excel

Outlook

Deltek Vantagepoint

Descripción del empleo

Are you ready for new challenges and new opportunities?

Join our team!

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Join the Team at EVstudio – Driven by Design, Defined by Collaboration.

At EVstudio, we’re more than just a multidisciplinary design firm — we’re a collaborative team of architects, surveyors, engineers, and professionals dedicated to designing solutions that shape communities and elevate everyday experiences. Whether you’re just starting your career or bringing years of expertise, you’ll find a place at EVstudio to innovate, grow, and make an impact.

What You’ll Do

Office Management

• Coordinate daily office needs, including supplies, equipment, vendors, and facility maintenance.
• Help maintain an organized, welcoming, and productive workplace.
• Support employee onboarding, workspace setup, meetings, and office events.
• Manage incoming mail, deliveries, shared calendars, and conference room scheduling.
• Maintain vendor contact information, service agreements, and office records.
• Coordinate building access, keys, and communication with property management.

Property Management

• Coordinate maintenance, repairs, and upkeep for company office locations and properties.
• Serve as the primary contact for renters, property managers, contractors, and service providers.
• Track lease dates, renewal deadlines, and facility obligations, and flag upcoming decisions for leadership.
• Schedule and monitor recurring services, including cleaning, landscaping, snow removal, and HVAC maintenance.
• Obtain vendor quotes, coordinate approvals, and track repairs and improvement projects through completion.
• Maintain property records, service agreements, warranties, and maintenance schedules.

Accounts Receivable

• Monitor outstanding invoices and follow up with clients on payment status.
• Work with accounting and project managers to resolve billing questions, discrepancies, and overdue balances.
• Maintain accurate records of collection activity, payment commitments, and next steps.

Contract Administration

• Coordinate the preparation, routing, signature, and filing of client agreements, amendments, and related documents.
• Track contract status and follow up on missing information or signatures.
• Confirm that required administrative information is complete and entered accurately into company systems.

Fleet Management

• Maintain records for company vehicles, including registrations, insurance, maintenance, and inspections.
• Coordinate routine service, repairs, and vehicle assignments.
• Track vehicle availability, mileage, expenses, and maintenance schedules.
• Help employees follow company vehicle procedures and coordinate documentation for incidents or damage.

Requirements

• Typically, 5+ years of experience in office management, business operations, or a senior administrative role.
• Experience supporting accounts receivable, including invoice tracking, client follow-up, and coordination with accounting teams.
• Experience coordinating contracts, maintaining records, and tracking signatures, deadlines, and required documentation.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and follow tasks through to completion.
• Excellent communication and relationship-building skills, with confidence working with clients, employees, vendors, and company leadership.
• Proficiency in Microsoft Office, particularly Excel and Outlook, and comfort learning accounting, project management, and business systems. Experience with Deltek Vantagepoint is a plus, but NOT required.
• Ability to work independently, exercise sound judgment, handle confidential information, and take initiative to improve processes.
• Experience coordinating property maintenance, facility services, or company fleet needs is a plus, but NOT required.

What We Offer

We are targeting a base salary of $60,000 to $75,000, but this is determined by several factors, including education, experience, and a history of working in the Denver metro area.

• Medical insurance, including an HSA option
• Vision insurance
• Employer-paid life insurance
• STD & LTD
• A minimum of 15 days PTO, and higher for more experienced employees
• 401k match of 4%
• One full day of paid VTO (Volunteer Time Off) annually
• Roth 401K option
• Annual company ski day and summer picnic
• Flexible hours
• In many cases, our roles can be worked in a hybrid capacity
• Monthly employee celebrations (with free lunch!)
• The opportunity to touch every aspect of a project, from beginning to end
• Free snacks
• Weekly volleyball league in the Summer and bowling in the Winter
• Company-owned bar in the parking lot of the Denver office
• Relaxed dress code
• Entrepreneurial mindset – If you have an idea, we want you to pursue it!

Our Hiring Process

EVstudio prides itself on being efficient in its hiring process. Below you’ll find an example of a typical interview process after completing your application:

• Hearing from our recruiting team within 48 hours
• A phone interview (approx. 30 minutes)
• A meet and greet with one of our Founders, Sean O’Hara (approx.15 minutes)
• An on-site interview and office tour (approx. 60 minutes)

P.S.

Share this! Don’t be afraid of friends, classmates, or co-workers getting this job ahead of you. If you are hungry, humble, and smart, we would love to see how you or someone from your network could fit a current or future opening at EVstudio.

EVstudio is an equal-opportunity employer and values diversity at our company. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or veteran status. All qualified applicants will receive consideration for employment without regard to these or other protected characteristics. We are committed to providing an accessible and inclusive environment for al