Operations & Office Coordinator - Project & Compliance

Rg-Architects,-P.a; Fort Myers (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Free food & snacks

Health insurance

Paid time off

Training & development

Vision insurance

Job summary

RG Architects in Fort Myers, FL, is seeking an Office Assistant & Business Operations Coordinator to provide administrative, project, and operational support. This full-time role handles contracts, consultant coordination, licensing and compliance tracking, office management, and general business support.

The candidate will work in a fast-paced, collaborative environment, supporting project managers and leadership, with responsibilities spanning document control, approvals, and vendor

Qualifications

• Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or related field.
• 3+ years in administrative support, office management, project coordination, or business operations.
• Experience in architecture/AEC or professional services preferred.
• Proficiency in MS Office including Word, Excel, Outlook, Teams, and SharePoint.
• Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.

Responsibilities

• Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
• Assist with proposals, qualifications packages, and project-related documentation.
• Monitor contract execution and obtain required signatures.
• Maintain project records, document logs, and digital filing systems.
• Support project managers with administrative and document control tasks.
• Coordinate project closeout documentation and records retention.
• Track and maintain company licenses, registrations, certifications, and renewal deadlines.
• Manage consultant and vendor COIs and compliance documentation.
• Maintain consultant, vendor, and client databases.
• Assist with insurance, licensing, and regulatory filings.
• Support employee onboarding and administrative processes.
• Maintain office procedures, forms, and operational documentation.
• Assist with invoicing, data entry, expense tracking, and records management.
• Support proposal submissions and business development activities.
• Provide administrative support to leadership and project teams.

Skills

Organizational skills

Communication skills

Time management

Administrative support

Contract coordination

Document control

Education

Associate's or Bachelor's degree in Business Administration, Management, Office Administration

Tools

Deltek Ajera

Microsoft Office (Word, Excel, Outlook, Teams, SharePoint)

Job description

RG Architects in Fort Myers, FL, is seeking an Office Assistant & Business Operations Coordinator to provide administrative, project, and operational support. This full-time role handles contracts, consultant coordination, licensing and compliance tracking, office management, and general business support.

The candidate will work in a fast-paced, collaborative environment, supporting project managers and leadership, with responsibilities spanning document control, approvals, and vendor