Office Manager for an Architectural Firm

Irwin Partners Architects; Costa Mesa (CA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Health insurance paid by employer

Simple IRA

Life insurance

Life insurance

Job summary

An architectural firm in California is seeking an experienced Office Manager to oversee financial functions, manage human resources, and handle administrative operations. The ideal candidate will have 7+ years of leadership experience in finance and operations, preferably in an architectural setting. Responsibilities include payroll processing, employee onboarding, and managing office supplies. This role offers a full-time position with health insurance and retirement benefits.

Qualifications

• 7+ years of experience in finance and operations leadership, ideally within an architectural or engineering firm.
• Strong understanding of contracts and office management.
• Strong HR, contracts, and office management knowledge.
• Proficient with AIA Contract Software, Office 365, and BQE CORE.

Responsibilities

• Oversee financial operations including payroll and billing.
• Manage employee onboarding, benefits, and concerns.
• Coordinate office maintenance and supplies.
• Review contracts, assist project managers with changes, and manage insurance certificates.

Skills

Finance and accounting expertise

Strong HR understanding

Excellent communication skills

AIA Contract Software proficiency

BQE CORE accounting software experience

Payroll processing with ADP

Education

Equivalent experience in finance, accounting, or business administration

Tools

AIA Contract Software

Office 365

BQE CORE

ADP

Job description

Irwin Partners Architects is seeking an experienced Office Manager with 7+ years in an Architectural Office to join their team.

This role will over sees all financial functions of the firm, manages human resources, handles insurance matters, and is responsible for the administrative and operational aspects of office management.

About Us

IPA is an architectural firm specializing in senior housing and healthcare design as well as affordable housing and multifamily projects. We are a family owned business celebrating 60 years.

Key Responsibilities

Finance & Accounting

• Oversee all financial operations, including payroll, accounts payable and receivables, billing, project accounting, cash management, and financial reporting any reimbursables.
• Manage tax return preparation and coordinate with external accountants.
• Will be working with CORE our accounting platform for accounting and timesheets.

Human Resources/Payroll

• Manage health insurance, benefits, and Simple Ira.
• Manage employee onboarding and terminations, resolve employee concerns, and support recruitment efforts.
• Issuing payroll bi-weekly via ADP, working with ADP on any reports.
• Manage licensing renewals for principals, Architects.

Office Administration

• Manage the office space, such as stocking the office supplies, coordinating office maintenance, repairs, and equipment needs.
• Primary liaison with IT consultant.
• Maintain and renew software licenses, contracts, and business insurance.

Contract Administration

• Review, proof, and track project contracts, subconsultant agreements, and additional service requests.
• Assist Project Managers with any change orders and additional services.
• Manage IPA Professional and General Liability Insurance Certificates as well as Workman’s comp and any subconsultant insurance certificates.

Qualifications

• Experience in finance, accounting, or business administration, or equivalent experience.
• Significant experience (preferably 7+ years) in finance and operations leadership, ideally within an architectural, engineering, or professional services firm.
• Strong understanding of HR, contracts, and office management.
• Excellent communication skills (written and verbal) and a solutions-oriented approach.
• Experience and knowledge of Professional and General Liability Insurance process and issuing insurance certificate and renewals.
• Highly organized, detailed, and thorough.
• Software skills required:
• AIA Contract Software (a must) Office 365 (Word, Excel, Outlook, Teams).
• Experienced with accounting software (we use BQE CORE).
• Experience in processing payroll with ADP.
• Authorized to work in the U.S.

To apply for this position please email your resume to [e-mail], NO PHONE CALLS Please and no in person resume drop offs.

This is a full-time position with great benefits such as health insurance paid by the employer, dental and vision is paid by employee at a pre-tax rate, as well as we offer a Simple Ira and Life Insurance.