Office Manager

FGM Architects; Westchester (IL); On-site; USD 60,000 - 75,000; Full time

Job summary

A leading architecture firm seeks a dynamic Office Manager to oversee daily operations in Westchester, IL. This role involves managing office supplies, supporting staff, and enhancing workplace culture. Ideal candidates will have extensive administrative experience and strong communication skills, thriving in a fast-paced environment.

Benefits

Medical, dental, and vision insurance

Short- and long-term disability

401(k) with company match

Paid parental leave

Flexible Fridays

Qualifications

• 7+ years of administrative support experience in a fast-paced environment.
• Experience in A/E/C fields is a plus.
• Proficiency in Microsoft Office and familiarity with Deltek Vision/Vantagepoint preferred.

Responsibilities

• Be the first point of contact for visitors and calls.
• Handle incoming and outgoing mail and manage supplies.
• Support architectural studio tasks and coordinate onboarding.

Skills

Communication

Organization

Problem Solving

Education

Administrative Support Experience

Tools

Microsoft Office

Adobe InDesign

Photoshop

Job description

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This range is provided by FGM Architects. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$60,000.00/yr - $75,000.00/yr

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About Us

FGM Architects (FGMA) is an employee-owned, award-winning design firm founded in 1945. We are deeply rooted in our mission to serve the communities where we live and work. With a focus on thoughtful, responsive design, we partner with clients in PK-12 Education, Higher Education, Municipal, Public Safety and Recreation, Federal, and Corporate sectors. Our offices span Illinois, Missouri, Wisconsin, Texas, and Virginia.

The Opportunity

We are looking for a dynamic, self-motivated Office Manager to join our team in Westchester, IL. This role is vital to the daily operations and culture of the Chicago region (Westchester, Chicago, and Milwaukee offices). You’ll work closely with the Managing Director and be their go-to person in ensuring the office runs smoothly and reflects our core values.

We’re looking for someone who doesn’t wait to be told what to do. You see what needs to get done and you do it—anticipating needs, solving problems, and helping everyone stay a step ahead. If you thrive in a fast-paced environment where no two days are the same, this could be a great fit.

Responsibilities

• Be the friendly, professional first point of contact for visitors and calls.
• Keep office and kitchen supplies stocked and organized.
• Jump in to support architectural studio tasks and proactively help where needed.
• Handle incoming and outgoing mail; manage the postage machine.
• Maintain the sample library and coordinate with vendor reps.
• Organize and communicate vendor presentations and product visits.
• Coordinate new hire agendas and schedule onboarding meetings.
• Set up workstations and coordinate onboarding needs for new employees.
• Coordinate building maintenance and office services like printers and supplies.
• Actively contribute to the Culture Committee and help lead engagement efforts.
• Plan team events, meetings, and celebrations—everything from lunch orders to setup and cleanup.
• Keep common spaces looking sharp and welcoming.
• Support contract and construction administration tasks (e.g., AIA documents, logs, submittals).
• Track professional registrations and assist with renewals.
• Provide general document and admin support to professional staff.

What You Bring

• 7+ years of administrative support experience, ideally in a fast-paced professional environment.
• Experience in A/E/C (architecture, engineering, construction) or similar fields is a plus.
• Exceptional communication skills—both written and verbal.
• High attention to detail and strong organization skills.
• Ability to juggle multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with Adobe InDesign and Photoshop preferred.
• Familiarity with Deltek Vision/Vantagepoint and OpenAsset is a plus.

Why FGMA?

We offer a supportive, engaging work environment where people matter. Benefits include:

• Medical, dental, and vision insurance
• Short- and long-term disability
• Basic life and AD&D coverage
• 401(k) with company match
• ESOP (Employee Stock Ownership Program)
• Paid parental leave (8 weeks for both parents)
• Paid time off and bereavement leave
• Hybrid work schedule with the option to work from home on Fridays
• Flexible Fridays: work at least 36 hours Monday–Thursday and enjoy a half-day Friday

Equal Opportunity Employer

FGMA is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all qualified applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Architecture and Planning

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Paid maternity leave

Paid paternity leave

Disability insurance

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