Office Assistant & Business Operations Coordinator

Rg-Architects,-P.a; Fort Myers (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Free food & snacks

Health insurance

Paid time off

Training & development

Vision insurance

Job summary

RG Architects in Fort Myers, FL, is seeking an Office Assistant & Business Operations Coordinator to provide administrative, project, and operational support. This full-time role handles contracts, consultant coordination, licensing and compliance tracking, office management, and general business support.

The candidate will work in a fast-paced, collaborative environment, supporting project managers and leadership, with responsibilities spanning document control, approvals, and vendor

Qualifications

• Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or related field.
• 3+ years in administrative support, office management, project coordination, or business operations.
• Experience in architecture/AEC or professional services preferred.
• Proficiency in MS Office including Word, Excel, Outlook, Teams, and SharePoint.
• Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.

Responsibilities

• Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
• Assist with proposals, qualifications packages, and project-related documentation.
• Monitor contract execution and obtain required signatures.
• Maintain project records, document logs, and digital filing systems.
• Support project managers with administrative and document control tasks.
• Coordinate project closeout documentation and records retention.
• Track and maintain company licenses, registrations, certifications, and renewal deadlines.
• Manage consultant and vendor COIs and compliance documentation.
• Maintain consultant, vendor, and client databases.
• Assist with insurance, licensing, and regulatory filings.
• Support employee onboarding and administrative processes.
• Maintain office procedures, forms, and operational documentation.
• Assist with invoicing, data entry, expense tracking, and records management.
• Support proposal submissions and business development activities.
• Provide administrative support to leadership and project teams.

Skills

Organizational skills

Communication skills

Time management

Administrative support

Contract coordination

Document control

Education

Associate's or Bachelor's degree in Business Administration, Management, Office Administration

Tools

Deltek Ajera

Microsoft Office (Word, Excel, Outlook, Teams, SharePoint)

Job description

Office Assistant & Business Operations Coordinator

RG Architects | Fort Myers, FL | Full-Time

Benefits:

• 401(k)


• 401(k) matching


• Bonus based on performance


• Competitive salary


• Dental insurance


• Free food & snacks


• Health insurance


• Paid time off


• Training & development


• Vision insurance

About RG Architects

RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions.

This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment.

Position Summary

The Office Assistant & Business Operations Coordinator provides administrative, project, and operational support to ensure the efficient day-to-day functioning of the firm. Responsibilities include contract administration, consultant coordination, licensing and compliance tracking, office management, and general business support.

Responsibilities

Contract & Project Administration

• Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.


• Assist with proposals, qualifications packages, and project-related documentation.


• Monitor contract execution and obtain required signatures.


• Maintain project records, document logs, and digital filing systems.


• Support project managers with administrative and document control tasks.


• Coordinate project closeout documentation and records retention.

Business Operations & Compliance

• Track and maintain company licenses, registrations, certifications, and renewal deadlines.


• Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation.


• Maintain consultant, vendor, and client databases.


• Assist with insurance, licensing, and regulatory filings.


• Support employee onboarding and administrative processes.


• Maintain office procedures, forms, and operational documentation.

Office Administration

• Answer and direct incoming calls, emails, and visitors.


• Schedule meetings, appointments, and conference room reservations.


• Draft correspondence, reports, and meeting notes.


• Order and maintain office, kitchen, and operational supplies.


• Coordinate office vendors, maintenance services, deliveries, and housekeeping.


• Maintain organized physical and electronic filing systems.


• Assist with company events, meetings, and special projects.

Administrative & Financial Support

• Assist with invoicing, data entry, expense tracking, and records management.


• Support proposal submissions and business development activities.


• Provide administrative support to leadership and project teams.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.


• 3+ years of experience in administrative support, office management, project coordination, or business operations.


• Experience in an architecture firm, AEC industry, or professional services environment preferred.


• Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.


• Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint.


• Strong organizational, communication, and time-management skills.


• Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.


• Experience with Deltek Ajera or similar project management/accounting software is a plus.

Additional Requirements

• Must have reliable transportation and a valid 'driver's license with an acceptable driving record.


• Ability to travel locally as needed for business-related activities.

Why Join RG Architects?

• Competitive Compensation


• Paid Time Off (PTO)


• Professional Development Opportunities


• Career Growth Potential


• Supportive and Collaborative Team Environment

Location: Fort Myers, Florida

Schedule: Full-Time, Monday-Friday

Work Location: In-Person

Reports To: Business Manager