Office Manager for an Architectural Firm

Irwin Partners Architects; Costa Mesa (CA); In loco; USD 90.000 - 130.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health insurance (employer-paid)

Simple IRA

Life insurance

Dental & vision (employee-paid)

Descrizione del lavoro

Irwin Partners Architects is seeking an experienced Office Manager with 7+ years in an architectural office to oversee all financial functions, HR, insurance matters, and overall administrative operations.

The role includes payroll, benefits administration, contract review, and coordinating with external accountants. Strong leadership, organization, and knowledge of AIA/CORE and ADP are essential.

Competenze

• Experience in finance, accounting, or business administration
• 7+ years in finance/operations leadership, ideally in an architectural/engineering/professional services firm
• Strong understanding of HR, contracts, and office management
• Excellent written and verbal communication and a solutions-oriented approach
• Experience with professional and general liability insurance processes and certificates
• Highly organized, detail-oriented, and thorough
• Software skills: AIA Contract Software, Office 365, accounting software, ADP

Mansioni

• Oversee payroll, AP/AR, billing, project accounting, cash management, and financial reporting.
• Coordinate tax returns with external accountants and use CORE for accounting and timesheets.
• Manage health insurance, benefits, Simple IRA, onboarding, terminations, and recruitment support.
• Process payroll bi-weekly via ADP and work with ADP on reports.
• Manage licenses renewals for principals and architects.
• Maintain office operations: supplies, maintenance, IT liaison, software licenses, and business insurance.
• Review, proof, and track project contracts and subconsultant agreements; assist PMs with change orders.
• Manage various insurance certificates (Professional/General Liability, Worker's Comp) for subconsultants.

Conoscenze

Finance leadership

HR management

Office administration

Communication

Insurance process

Organization

Strumenti

AIA Contract Software

Office 365

BQE CORE

ADP

Descrizione del lavoro

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 ResponsibilitiesFinance & 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.

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.