Part-Time Office Manager

AIA Seattle; Seattle (WA); On-site; USD 41,000 - 48,000; Part time

Job summary

AIA Seattle, located in downtown Seattle, seeks an experienced part-time Office Administrator to support the Principal and staff architects.

Responsibilities include providing administrative support, maintaining documents, monitoring insurance and supplies, coordinating IT and vendor maintenance, assisting HR, finance, and marketing activities, and helping with events. This role is approximately 20 hours per week and pays $30-35 per hour DOE.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to handle multiple priorities and tight deadlines independently.
• Proficiency in Microsoft Word and Excel; Adobe Creative Suite familiarity helpful.

Responsibilities

• Provide administrative support to Principal and architectural staff.
• Update active client lists and task lists; maintain filing systems.
• Monitor office insurance policies and manage office supplies.
• Maintain material samples library; oversee equipment maintenance.
• Coordinate IT needs with IT consultant and vendor maintenance.
• Assist HR with policies, onboarding, benefits and events.
• Assist with client invoicing and bookkeeping with the office team.
• Manage social media, website updates and marketing materials.

Skills

Communication

Organization

Multitasking

Attention to detail

Architecture experience

Tools

MS Word

Excel

Adobe InDesign

Adobe Photoshop

Job description

We are an architecture firm located in downtown Seattle that produces award-winning, modern, high-end residential projects. We are looking for an experienced part-time Office Administrator to support the Principal and staff architects.

QUALIFICATIONS

• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Ability to handle multiple priorities and meet tight deadlines independently
• Proficient in Microsoft Word and Excel (advanced level)
• Proficiency in Adobe Creative Suite (especially InDesign and Photoshop)
• Prior experience in an architecture or design office preferred

RESPONSIBILITIES

Administrative and Office Support

• Provide administrative support to Principal and architectural staff
• Update and maintain company information documents such as active client lists and task lists
• Monitor office insurance policies
• Maintain material samples library
• Oversee and schedule repair/maintenance of office equipment
• Maintain the office filing systems including storage of archived project files
• Monitor office supply inventory and order supplies as required
• Coordinate IT needs with IT consultant
• Coordinate office maintenance / improvements with vendors

Human Resources

• Maintain HR policies and procedures
• Administer employee benefits/reviews and maintain employee files
• Assist with hiring and onboarding as necessary
• Plan office events such as company dinners and happy hours

Financial and Billing Support

• Assist with client invoicing, billing, and payment logs
• Work with bookkeeper to track and report office expenses

Marketing and Communications

• Manage social media and website updates and maintenance
• Assist with creation and dissemination of marketing materials, including coordinating professional photography
• Generate award submittal packages and track award deadlines / requirements
• Manage advertisements in publications, including coordination, scheduling, and graphic design

Part Time (+/- 20 hours per week), $30-35 per hour (DOE)