Lead Administrative Assistant

EVStudio; United States; Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical insurance with HSA

Dental insurance

Vision insurance

401k match

Paid time off

Volunteer Time Off

Roth 401K option

Flexible hours

Hybrid work capacity

Company ski day

Job summary

EVstudio in Denver, CO, is seeking an experienced Office Manager who can coordinate daily operations, manage facilities, and support a range of administrative functions across multiple offices. The role includes handling vendor relations, accounts receivable, contracts, and fleet records, with a hybrid work option and competitive benefits.

Ideal candidates bring 5+ years of senior administrative experience, superb organization, and strong communication skills to help the team stay efficient and

Qualifications

• Typically 5 years of experience in office management or a senior administrative role.
• Experience supporting accounts receivable including invoice tracking and coordination with accounting.
• Experience coordinating contracts, maintaining records, 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 clients, employees, vendors, and leadership.

Responsibilities

• Coordinate daily office needs including supplies, equipment, vendors, and facility maintenance.
• Support onboarding, workspace setup, meetings, and office events.
• Manage incoming mail, deliveries, shared calendars, and conference room scheduling.
• Maintain vendor contacts, service agreements, and office records.
• Coordinate building access and communication with property management.
• Coordinate maintenance, repairs, and upkeep for office locations and properties.
• Track lease dates, renewal deadlines, and facility obligations for leadership.
• Schedule recurring services including cleaning, landscaping, snow removal, and HVAC maintenance.
• Obtain vendor quotes, coordinate approvals, and track repairs and improvements to completion.
• Maintain property records, service agreements, warranties, and maintenance schedules.
• Accounts Receivable: monitor outstanding invoices and follow up with clients.
• Work with accounting and project managers to resolve billing questions and overdue balances.
• Coordinate contracts, amendments, and filing; ensure complete information in company systems.
• Fleet Management: maintain vehicle records, registrations, insurance, and maintenance schedules.

Skills

Office Mgmt

Accounts Receivable

Contract Administration

Vendor Management

Property Management

Communication

Education

5+ years of experience (not a degree)

Tools

Microsoft Office

Excel

Outlook

Deltek Vantagepoint

Job description

Join the Team at EVstudio Driven by Design Defined by Collaboration At EVstudio were more than just a multidisciplinary design firm were a collaborative team of architects surveyors engineers and professionals dedicated to designing solutions that shape communities and elevate everyday experiences Whether youre just starting your career or bringing years of expertise youll 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 60000 to 75000 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
• Dental insurance
• Vision insurance
• Employer paid life insurance
• STD & LTDA minimum of 15 days PTO and higher for more experienced employees
• Accident insurance
• 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 youll 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 OHara approx15 minutes An on site interview and office tour approx 60 minutes

EVstudio has established relationships with preferred agencies and is not seeking new recruiting partnerships 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