Part-Time Office & Operations Manager

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, and dependable Part-Time Office & Operations Manager to help keep our growing architecture practice running smoothly.

We are looking for someone who enjoys creating order, staying ahead of details, improving systems, and supporting a creative, fast-paced professional team.

This is an important role in our small office. The right person will take ownership of many of the administrative and operational responsibilities of the practice, allowing our architects and designers to spend more of their time focused on projects and clients.

We are looking for someone who doesn't simply wait for a list of tasks, but notices what needs attention, follows through, and helps develop better ways of doing things.

About the Role

The Office & Operations Manager will help manage the day-to-day business, administrative, and organizational needs of the firm.

Responsibilities may include:

• Preparing, formatting, and sending proposals, contracts, consultant agreements, and other client documents
• Preparing invoices, maintaining billing records, tracking accounts receivable, and following up on outstanding payments
• Coordinating with our payroll provider, accountant, insurance providers, and other outside business services
• Maintaining employee records and assisting with payroll, PTO, benefits, onboarding, and other HR administration
• Organizing and maintaining digital and physical office files
• Setting up new projects and maintaining project, client, and consultant information
• Managing calendars, meetings, and general office scheduling
• Assisting with project and client administrative coordination
• Tracking contracts, certificates of insurance, consultant information, and other administrative project requirements
• Assisting with proposals, qualifications packages, RFP/RFQ submissions, and other business development materials
• Maintaining firm resumes, project information, standard forms, and marketing materials
• Answering and managing incoming calls, emails, and general inquiriesMaintaining office supplies and coordinating day-to-day office needs
• Coordinating with vendors, consultants, IT providers, and other service providers
• Creating and maintaining office procedures, templates, systems, and checklists
• Tracking administrative deadlines and follow-up items
• Identifying opportunities to improve office systems and processes
• Providing administrative and organizational support to the principal and project team

Because we are a small practice, the role will be varied. The right person will have the opportunity to take increasing ownership of office operations and become a key part of how the firm grows and operates.

The Person We Are Looking For

We are looking for someone who is:

• Exceptionally organized and detail-oriented
• Proactive and able to anticipate what needs to be done
• Comfortable taking ownership of responsibilities and following them through to completion
• Able to prioritize and manage multiple tasks without constant direction
• Friendly, professional, and comfortable communicating with clients, consultants, vendors, and staff
• A clear and professional written communicator
• Comfortable with numbers, invoices, spreadsheets, and basic financial administration
• Confident using technology and learning new software
• Good at developing systems and finding more efficient ways of working
• Dependable and consistent
• Discreet and comfortable handling confidential business and employee information
• Comfortable working independently while also being part of a collaborative team

Most importantly, we value someone who sees something that needs attention and takes the initiative to address it.

Qualifications

Previous experience in office management, business administration, executive assistance, bookkeeping support, operations, or a similar role is preferred.

Experience working in an architecture, engineering, construction, real estate, or other project-based professional services business would be especially helpful, but is not required.

Strong computer skills are important. Experience with Microsoft Outlook, Word, Excel, Teams, and other office software is preferred. Experience with QuickBooks, invoicing or bookkeeping systems, project management software, CRM systems, or payroll administration is a plus.

Excellent organizational, communication, and follow-through skills are essential.

• Position: Part-Time Office & Operations Manager
• Schedule: Approximately 16–24 hours per week to start, with the potential for additional hours as the role develops
• Location: In-person at our Portland, Maine office
• Compensation: $28–$35 per hour, depending on experience and qualifications

About INVIVID ARCHITECTURE

INVIVID ARCHITECTURE is a Portland-based architecture practice working on a diverse range of residential, commercial, community, and public projects throughout Maine.

We are a small, collaborative team that cares about thoughtful design, strong client relationships, and doing good work. As the firm continues to grow, we are looking for someone who wants to become an important part of our team and help us build a stronger, more organized, and more efficient practice.