Office Manager

Charles Matsinger Associates; Philadelphia (Philadelphia County); On-site; USD 42,000 - 60,000; Part time

Benefits offered by this job

Benefits

Job summary

Charles Matsinger Associates in Old City Philadelphia is seeking an Office Manager with 3–5 years of experience to join a friendly, professional team. The role begins part-time with potential to transition to full-time; the successful candidate will be highly computer-literate and comfortable accessing client portals and various software programs.

Responsibilities include front desk reception, electronic filing, invoicing support, coordinating client liaison tasks, updating bookkeeping data,

Qualifications

• Must be extremely computer-literate and experienced in accessing websites, Client portals and various software programs.
• Associates degree preferred.
• Cheerful, professional and adaptable self-starter with good follow-through.

Responsibilities

• 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.

Skills

Self-starter

Follow-through

Adaptability

Computer literacy

Education

Associates degree preferred

Tools

Microsoft Office Suite

CRM software

Client portals

Job description

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.
• Associates degree preferred.

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.