Office Manager

Torti Gallas + Partners; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job summary

Torti Gallas + Partners in Washington, DC is seeking an Office Manager to keep our headquarters running smoothly and to support operations across offices. You will lead the administrative team, coordinate calendars, contracts, facilities, and events, and partner with firm leadership to enable project work.

This hands-on role requires a proactive, professional approach, discretion with confidential information, and a commitment to creating a welcoming workplace for colleagues and clients alike.

Qualifications

• A bachelor's degree or equivalent professional experience.
• At least five years in office management, operations, or administrative leadership.
• Experience supervising administrative staff.
• Exceptional organization, attention to detail, and follow-through.
• Ability to balance competing priorities in a fast-paced environment.

Responsibilities

• Support firm leadership and manage executive calendars and meetings.
• Oversee day-to-day office operations and supervise the administrative team.
• Coordinate travel, contracts, records, and supplier relationships.
• Liaise with property management and coordinate across DC and other offices.
• Plan events, renewals, and compliance documentation.

Skills

Office Management

Executive Support

Staff Supervision

Strong Organization

Communication

Calendars

MS Office

Education

Bachelor's degree

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Job description

Help create the workplace behind exceptional places.

Great places start with people-and the right support behind them. Torti Gallas + Partners, an award-winning planning, architecture, and placemaking firm, is seeking an Office Manager to keep our Washington, DC headquarters running smoothly and support our work across offices.

This is a hands-on, highly visible role for someone who enjoys bringing order to complexity, anticipating needs, and creating a professional, welcoming workplace. You'll partner closely with firm leadership, lead the administrative team, and coordinate the people, processes, and details that help our practice thrive.

Your impact

Reporting to the President, you'll serve as a central resource for colleagues across the firm. Your work will span executive support, office operations, facilities, compliance, and events, with direct support to the President. You'll also help coordinate operations across our other offices, including Los Angeles and Tampa.

Whether you're organizing a leadership meeting, managing an insurance renewal, or planning a firm celebration, you'll bring thoughtful service, sound judgment, and dependable follow-through.

What you’ll do

Support firm leadership

• Manage the President's calendar, meeting schedule, and priorities.
• Provide administrative support to the President and coordinate meetings involving executive leadership.
• Arrange business travel, accommodations, and itineraries.
• Prepare, review, finalize, and maintain contracts, business correspondence, and related records.
• Serve as a professional, welcoming point of contact for clients, consultants, visitors, and vendors.

Keep our offices running smoothly

• Oversee day-to-day office operations and supervise the administrative team, including the Office Coordinator.
• Guide front desk operations, conference room scheduling, visitor management, and building access.
• Coordinate facilities maintenance, repairs, workplace improvements, and new-office setup across locations.
• Serve as the primary liaison with property management for our DC headquarters, including access and security matters.
• Manage office supplies, vendor relationships, meeting logistics, catering, plants, and onsite archive storage.
• Coordinate use of the office by outside professional and community organizations.

Manage essential business operations

• Coordinate annual insurance applications and renewals, maintain insurance records, and handle requests for Certificates of Insurance.
• Coordinate office lease renewals and organize business compliance documents.
• Manage the firm's architecture registrations, business licenses, and corporate registrations across jurisdictions.
• Track professional license renewals for principals and senior leaders.
• Prepare the firm's Certified Business Enterprise (CBE) recertification every three years.
• Maintain a reliable calendar of licensure, insurance, certification, and other compliance deadlines.

Coordinate purchasing and employee support

• Manage designated firm credit card purchases and reconcile receipts with accounting.
• Oversee petty cash and coordinate holiday gratuities for building staff and service providers.
• Arrange employee gifts, flowers, and donations to recognize significant life events.

Bring learning, connection, and firm culture to life

• Administer the firm's continuing education provider program, including learning sessions, registrations, attendance tracking, reporting, and records.
• Monitor continuing education requirements and maintain the architectural library and publication catalog.
• Plan firm gatherings, including holiday celebrations, picnics, art shows, discourse series, and happy hours.
• Coordinate event sponsorship requests, university visits, and engagement with schools.
• Support participation in industry conferences, professional organizations, and community events.

What you'll bring

• A bachelor's degree or equivalent professional experience.
• At least five years of experience in office management, operations, executive support, or administrative leadership.
• Experience supervising administrative staff.
• Exceptional organization, attention to detail, and follow-through.
• The ability to balance competing priorities and deadlines in a fast-paced environment.
• Clear, effective written and verbal communication.
• Sound judgment, professionalism, and discretion when handling confidential information.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and PowerPoint.

Experience that would help you stand out

• Work in architecture, engineering, planning, construction, design, or another professional services environment.
• Familiarity with AIA contract documents and architectural practice operations.
• Experience managing professional licensure, business insurance, or regulatory compliance.
• Event planning and vendor management experience.
• Knowledge of continuing education administration and credentialing requirements.

Why this role matters

At Torti Gallas + Partners, our work centers on creating enduring communities and transformative places. In this role, you'll help create the environment that makes that work possible-supporting our people, strengthening daily operations, and keeping essential business responsibilities on track.

We're looking for someone who takes pride in making things work well: a proactive problem-solver, a trusted resource, and a thoughtful partner to colleagues at every level.