Office Manager

AIA Seattle; Seattle (WA); On-site; USD 50,000 - 70,000; Full time

Job summary

AIA Seattle seeks an Office Manager to oversee office systems and HR processes in its collaborative workspace. The ideal candidate will demonstrate excellent organizational skills, a high proficiency in Microsoft Office, and the ability to manage various administrative functions effectively. This role also supports employee benefits and accounting, contributing to a thriving office environment. A Bachelor's degree or 5 years of administrative experience is preferred.

Qualifications

• Bachelor’s degree or 5 years of office administration experience required.
• Highly organized and detail-oriented with proficiency in Microsoft Office.
• Knowledge of tech support to manage IT service issues is an asset.

Responsibilities

• Manage office systems, supplies, and functions for smooth operations.
• Coordinate employee benefits, assist in recruiting, and manage onboarding.
• Handle office-related expense management and provide accounting support.

Skills

Highly organized

Detail-oriented

Proficient in Microsoft Office Suite

Strong proficiency in math

Tech support knowledge

Education

Bachelor’s degree

5 years office administration experience

Tools

Microsoft Office Suite

Accounting software

Job description

Office Manager

GGN is an internationally recognized and multi-award-winning landscape architecture firm based in Seattle, with a studio in Washington DC. Our project work is regional, national, and international and includes projects like the Burke Museum in Seattle, the National Museum of African American History and Culture in Washington, DC, Hemisfair in San Antonio, the Lurie Garden in Chicago, and US embassies throughout the globe. Our firm’s 30 employees have backgrounds in landscape architecture, architecture, art, engineering, ecology, and administration.

GGN is seeking an Office Manager to join our fast-paced, highly collaborative Seattle design studio. The successful candidate will show accountability in prioritizing and completing both fast turn-around and ongoing projects through excellent time management, proactive planning, and accuracy in their work. They will consistently represent GGN’s values in all communications. An ability to understand the big vision/project goal while tracking multiple details is key.

ROLE
SUMMARY:

Manages office systems, supplies and functions to ensure smooth operations with a focus on curating a consistent, effective, and positive workspace environment. Upholds administrative systems and standards, and creates, tests, implements, and refines administrative systems when necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

OPERATIONS:

· Is the first point of contact to the GGN office. Covers reception, answers phones, greets clients and visitors, and assists with meeting preparation.

· Conducts regular workspace review and oversees building projects (including touch ups, renovations, or refurbishments) with building management. Works with Principals to determine the best use of Studio space.

· Is the point person for mailing, shipping, and archiving.

· Manages office supply orders, anticipating future office supply needs and restocking as needed.

· Manages office equipment purchases and maintenance.

· Manages hardware usage monitoring, budgeting, replacement schedule tracking, and maintenance of software licenses.

· Manages business registrations and renewals; multiple states.

· Manages insurance renewals and updates for all insurance policies including professional liability, commercial liability, cyber insurance, key life, and others.

· Researches, sources, manages, and optimizes studio work systems, printers, printing services, IT troubleshooting and strategies, and maintains phone systems.

STUDIO SUPPORT:

· Manages daily operations including opening and unlocking doors, setting up meeting rooms, and ensuring proper closure at the end of the day.

· Coordinates studio-wide events and meetings including marketing events, happy hours, client/project meetings, and office lunches, ensuring they proceed smoothly. Coordinates beverages and foods when needed at events and meetings.

· Responsible for aspects of creating and managing a safe and secure work environment.

· Maintains a clean office environment at all times.

HR SUPPORT:

· Coordinates employee benefits and tracking, including annual renewals and contracts. Manages health insurance decisions and coordinates employee health insurance changes.

· Manages insurance renewals and updates for all insurance policies including professional liability, commercial liability, cyber insurance, key life, and others.

· Participates in recruiting efforts by coordinating application materials, and scheduling and coordinating interviews.

· Manages and tracks terms of employment for staff.

· Manages and coordinates staff onboarding/offboarding experience.

· Maintains roster, documentation, skill assessments, keycard assignment etc.

ACCOUNTING SUPPORT:

· Handles office related expense management, processing and approving expense reports for staff.

· Provides monthly credit card reconciliation and organization of expense receipts.

· Performs check deposits.

· Provides accounting support from time to time, in coordination with GGN’s Accounting Manager.

QUALIFICATIONS
EDUCATION and EXPERIENCE

Bachelor’s degree or at least 5 years of office administration experience or equivalent

CERTIFICATIONS AND LICENSES

None is required

REQUIRED KNOWLEDGE, SKILLS, ABILITIES

Highly organized and detail-oriented. Able to read, write, and edit text without recourse to a computer spelling or grammar-checker. Highly proficient with Microsoft Office Suite, especially Outlook, Excel, Word, and a propensity for learning accounting software. A strong proficiency in math is essential to manage a budget as well as for accounting support. Possessing sufficient knowledge of tech support to answer staff questions or interface with IT service(s) to solve tech issues is an asset.

TO APPLY

Please send your cover letter and resume to [e-mail], Jennifer Guthrie.

www.ggnltd.com GGN Landscape Architecture Ltd 1932 1st Avenue, Ste. 700 Seattle, WA 98101

**GGN will be accepting applications through July 11. Following July 11, selected applicants will be contacted for interviews.**