Office Operations Coordinator

Knbarch; Louisville, Northern (KY, KY); Hybrid; USD 25,000 - 36,000; Part time

Job summary

KNBA, a Louisville-based architecture firm with over 50 years of history, seeks an organized Office Operations Coordinator to keep the Louisville office running smoothly. This in-person, part-time role (roughly 25-30 hours/week) focuses on office administration, meeting coordination, onboarding support, and light bookkeeping.

Flexible hours based on experience and firm needs. The role emphasizes supporting principals, staff, and visitors, coordinating events, managing supplies, and assisting

Qualifications

• 2+ years of experience in office administration, administrative coordination, bookkeeping support, or a similar role.
• Strong organizational and multitasking abilities.
• Professional communication skills, both written and verbal.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and follow-through.

Responsibilities

• Provide administrative support to principals and staff.
• Welcome visitors and assist with inquiries.
• Coordinate meeting logistics, including scheduling, room setup, catering, and cleanup.
• Assist with firm events, staff gatherings, and client meetings.
• Manage office supplies and general office needs.
• Coordinate with vendors and service providers.
• Maintain digital and physical filing systems.
• Process mail and deliveries.
• Support basic bookkeeping software upkeep (QuickBooks, Ajera, or similar).

Skills

Office administration

Organizational skills

Communication

MS Office

Confidentiality & judgment

Attention to detail

Tools

QuickBooks

Ajera

Microsoft Office Suite

Job description

KNBA is a Louisville and Lexington-based architecture firm with more than 50 years of history designing spaces for higher education, civic and cultural life, and community living across Kentucky and Indiana. We’re looking for a highly organized, dependable, people-oriented professional to help keep our Louisville office running smoothly — someone who genuinely enjoys the details other people overlook.

The Office Operations Coordinator is the person our staff, leadership, and visitors turn to first. The role covers office administration, meeting coordination, onboarding support, facilities coordination, records, and light bookkeeping. We anticipate this being part-time, roughly 25-30 hours a week, though hours can flex based on experience and firm needs.

This is an in-person role at our downtown Louisville office.

Key Responsibilities:

Office Administration & Team Support:

• Provide administrative support to principals and staff.
• Welcome visitors and assist with incoming calls and inquiries.
• Coordinate meeting logistics, including scheduling, room setup, catering, and cleanup.
• Assist with preparation of firm events, staff gatherings, and client meetings.
• Manage office supplies, kitchen supplies, and general office needs.
• Coordinate with vendors, building management, and service providers.
• Maintain organized digital and physical filing systems.
• Process mail, packages, and deliveries.
• Support basic reconciliation and bookkeeping software upkeep (QuickBooks, Ajera, or similar).

Onboarding & Office Culture:

• Assist with onboarding activities for new employees.
• Help maintain employee files, records, and administrative documentation.
• Support internal communications related to office procedures and administrative deadlines.
• Assist with employee celebrations, recognition events, and office culture initiatives.

Office Coordination:

• Help identify opportunities to improve office organization and efficiency
• Maintain office procedures, forms, and recurring administrative processes.
• Coordinate facility maintenance requests and office upkeep.
• Assist leadership with special projects as needed.

Qualifications Required:

• 2+ years of experience in office administration, administrative coordination, bookkeeping support, or a similar role.
• Strong organizational and multitasking abilities.
• Professional communication skills, both written and verbal.
• Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
• Ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and follow-through.

Preferred:

• Experience working in a professional services environment such as architecture, engineering, construction, legal, accounting, or consulting.
• Familiarity with bookkeeping or accounting software, such as QuickBooks, Ajera, or similar systems.
• Experience supporting onboarding or HR-related administration.
• Notary Public certification or willingness to obtain certification.

What We’re Looking For:

• Enjoys helping others succeed.
• Takes pride in being organized and dependable.
• Can anticipate needs before problems arise.Is comfortable juggling multiple responsibilities.
• Thrives in a collaborative professional environment.
• Wants to become a valued member of a close-knit team.

Schedule & Compensation:

• Anticipated schedule: approximately 25-30 hours per week.
• In-person at KNBA’s Louisville office.
• Compensation commensurate with experience.