Office Manager

Confidential; Texas; On-site; USD 55,000 - 75,000; Full time

Job summary

Confidential, a professional services firm in Dallas, seeks an Office Manager to oversee contract administration, licensing, insurance documentation, corporate records, and office coordination. This hands-on role requires independent management of complex administrative projects while supporting Partners, Project Managers, and Accounting.

The ideal candidate brings structure to processes, improves workflows, and maintains organized records across states.

Qualifications

• 5+ years of administrative or contract administration experience; at least 3 years.
• Experience in architecture/engineering/related professional services environment preferred.
• Proficiency with AIA Contract Documents and Microsoft Office.
• Experience with ADP payroll systems preferred.
• Strong organizational skills and attention to detail.

Responsibilities

• Develop, implement, and maintain an organized contract management and tracking system.
• Coordinate preparation, distribution, execution, and filing of contracts and amendments.
• Track licenses, COIs, and corporate registrations across multiple states.
• Serve as the primary contact for the Dallas office and manage daily office operations.
• Provide administrative support to Partners and Project Managers, including scheduling and document prep.
• Coordinate business travel, meetings, and events; manage office supplies and vendor relations.
• Support HR/payroll tasks with ADP and maintain confidential employee records.
• Identify process improvements and implement tracking systems for contracts, licenses, and insurance.

Skills

Organizational skills

Detail-oriented

Project coordination

Communication skills

Prioritization

Tools

AIA Contract Documents

Microsoft Office

ADP payroll

Job description

We are seeking a highly organized, detail-oriented, and proactive Office Manager to support the administrative and operational needs of an established professional services firm in Dallas.

This position plays a critical role in supporting the firm's daily operations, with a primary focus on contract administration, professional licensing, insurance documentation, corporate records, and administrative coordination.

The ideal candidate is a detail-oriented professional who thrives in a fast-paced environment, takes ownership of responsibilities, and can independently manage multiple priorities. This individual will work closely with firm Partners, Project Managers, and Accounting to ensure administrative processes are organized, accurate, and completed efficiently.

This is a hands-on position that combines higher-level contract administration and operational responsibilities with the everyday tasks necessary to keep the office running smoothly. The individual will be personally responsible for executing these duties rather than delegating them to other administrative staff.

We are looking for someone who can bring structure to existing processes, identify opportunities for improvement, and confidently manage both complex administrative projects and routine office responsibilities.

About the Company:

The Company is an award-winning architectural firm headquartered in Dallas, Texas. The firm specializes in public-sector architecture and facility planning, with extensive experience designing public safety facilities, justice centers, municipal buildings, recreational spaces, higher education facilities, and healthcare environments. Known for its principal-led approach, the Company combines innovative design, technical expertise, and collaborative planning to create functional, efficient, and impactful spaces that serve communities. With a strong commitment to client service and design excellence, the firm continues to deliver architectural solutions that balance functionality, aesthetics, quality, and long-term value.

Responsibilities

Contract Administration & Document Management

• Develop, implement, and maintain an organized contract management and tracking system for client and consultant agreements.
• Coordinate the preparation, distribution, execution, and filing of contracts, amendments, additional service agreements, and related documentation.
• Maintain accurate relationships between prime agreements, consultant agreements, amendments, and corresponding project records.
• Utilize AIA Contract Documents software to support contract preparation and administration.
• Monitor contract status, outstanding signatures, documentation requirements, and important deadlines.
• Work closely with Partners and Project Managers to ensure contracts are properly documented, organized, and maintained.
• Identify missing documentation, inconsistencies, and outstanding administrative requirements, escalating concerns when appropriate.

Professional Licensing, Insurance & Compliance Administration

• Track and maintain individual professional licenses and corporate registrations across multiple states.
• Coordinate license renewals, registration deadlines, professional memberships, and associated documentation.
• Support annual reviews of corporate and individual state registrations with firm leadership.
• Request, track, and maintain Certificates of Insurance (COIs) for clients, consultants, and contractual requirements.
• Coordinate routine administrative communications with the firm's Errors & Omissions (E&O) insurance carrier.
• Maintain accurate corporate records, renewal calendars, and recurring administrative obligations.
• Ensure documentation is current, accessible, and properly organized.

Office Operations & Executive Administrative Support

• Serve as the primary point of contact for the Dallas office, answering incoming calls, greeting visitors, and maintaining a professional and welcoming environment.
• Manage daily office operations, including purchasing, stocking, and organizing office and kitchen supplies.
• Maintain clean, organized, and presentable shared spaces, including the break room, kitchen, and guest areas.
• Prepare coffee, refreshments, and meeting spaces for clients, visitors, and internal meetings.
• Coordinate with office vendors and service providers, managing deliveries, scheduling services, and resolving operational needs.
• Provide administrative support to Partners and Project Managers, including scheduling, correspondence, document preparation, and general coordination.
• Maintain accurate company contact lists, administrative records, filing systems, and other essential office documentation.
• Coordinate business travel arrangements, office meals, company events, and administrative support for other office locations.
• Manage administrative records and scheduling related to company vehicles, including registrations, insurance documentation, and maintenance.

HR & Payroll Administrative Support

• Provide clerical and administrative support to the firm's Fractional HR Director.
• Assist with payroll-related administrative tasks, including data collection, documentation, and processing support through ADP.
• Coordinate onboarding documentation, employee records, and other designated HR administrative activities.
• Provide administrative assistance with benefits-related processes when requested.
• Maintain confidentiality and accuracy when handling employee information and sensitive documentation.
• Collaborate with Accounting and HR leadership to ensure administrative processes are completed accurately and on schedule.

Process Improvement & Technology

• Evaluate existing administrative workflows and identify opportunities to improve organization, efficiency, and accuracy.
• Implement and maintain tracking systems for contracts, licenses, insurance, and recurring obligations.
• Utilize Microsoft Office applications and other business software to manage documentation, reporting, and administrative activities.
• Adapt to new technologies, including AI-enabled tools, to support operational efficiency.
• Maintain clear communication and proactive updates regarding outstanding tasks, deadlines, and administrative priorities.

Qualifications

• 5+ years of relevant administrative, contract administration, or office operations experience preferred; minimum 3 years required.
• Experience within architecture, engineering, interior design, urban planning, construction, or a related professional services environment strongly preferred.
• Demonstrated experience managing contracts, business documentation, records, and administrative workflows.
• Strong proficiency with AIA Contract Documents.
• Strong proficiency in Microsoft Office, including Excel, Word, Outlook, and related applications.
• Experience with ADP or comparable payroll systems preferred.
• Familiarity with professional licensing, insurance certificates, and compliance-related documentation is highly desirable.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage competing priorities, track deadlines, and independently follow through on assignments.
• Strong written and verbal communication skills with a professional and service-oriented approach.
• Sound judgment and discretion when handling confidential business and employee information.
• Technologically adaptable, resourceful, and comfortable learning new software and AI-supported business tools.
• Ability to work effectively with senior leadership, project teams, and cross-functional stakeholders.