Part-Time Architecture Office & Operations Lead

Invivid Architecture; Portland (ME); On-site; USD 39,000 - 48,000; Part time

Job summary

INVIVID ARCHITECTURE is seeking a highly organized, proactive Part-Time Office & Operations Manager to support our growing practice in Portland, Maine. The role focuses on keeping the office running smoothly and improving systems so architects can focus on projects and clients.

The ideal candidate takes ownership, anticipates needs, and communicates clearly with clients, consultants, vendors, and staff. Experience with Outlook, Excel, QuickBooks, and project tools is preferred.

Qualifications

• Experience in office management or related roles.
• Preference for experience in architecture/engineering/real estate or project-based services.

Responsibilities

• Prepare, format, and send client documents and contracts.
• Prepare invoices, track accounts receivable, and follow up on payments.
• Coordinate with payroll, accountant, and insurance providers.
• Maintain employee records, payroll, PTO, and onboarding.
• Organize both digital and physical files.
• Set up new projects and maintain client and consultant data.
• Manage calendars and meetings.
• Assist with proposals, RFP submissions, and business development materials.
• Maintain resumes, project data, and marketing materials.
• Handle inquiries and manage office supplies.
• Coordinate with vendors, IT providers, and service providers.
• Develop and improve office procedures and templates.
• Track deadlines and follow up on items.
• Identify opportunities to improve systems.

Skills

Exceptionally organized

Detail-oriented

Proactive

Ownership mindset

Prioritization

Client/vendor communication

Written communication

Numerical & invoicing skills

Tech-savvy

System improvement

Reliability

Independent & collaborative work

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

QuickBooks

Payroll administration

CRM systems

Project management software

Job description

INVIVID ARCHITECTURE is seeking a highly organized, proactive Part-Time Office & Operations Manager to support our growing practice in Portland, Maine. The role focuses on keeping the office running smoothly and improving systems so architects can focus on projects and clients.

The ideal candidate takes ownership, anticipates needs, and communicates clearly with clients, consultants, vendors, and staff. Experience with Outlook, Excel, QuickBooks, and project tools is preferred.