Practice Operations Administrator

Kendall/Heaton Associates, Inc.; Houston (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Kendall/Heaton Associates, Inc. is seeking an organized professional to support contract administration, compliance, and operational systems. You will work with Partners and Project Principals to maintain registrations, records, and COIs, while coordinating invoicing review workflows and supporting accounting processes.

The role emphasizes accuracy, multi-tasking, and proactive support for firm leadership and office operations in a timely manner.

Qualifications

• 5+ years of experience in architecture, engineering, construction, professional services, operations, compliance, business administration, or accounting support.
• Strong organizational, communication, and problem-solving skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities independently.

Responsibilities

• Support Partner-led administration of client and consultant agreements.
• Maintain firm registrations, professional licensing, annual filings, and compliance tracking.
• Manage Certificates of Insurance (COIs) and related documentation.
• Maintain firmwide client, consultant, contract, and compliance records.
• Coordinate consultant and vendor invoice review workflows and support accounting processes.
• Provide administrative and operational support to firm leadership and office operations as needed.

Skills

Architecture experience

Operations

Compliance

Contract administration

Administrative support

Tools

Deltek Vantagepoint

SharePoint

Microsoft 365

DocuSign

Job description

Help advance the operational excellence of an established architecture practice.

We are seeking a highly organized professional to support firm leadership in contract administration, compliance management, operational systems, and administrative coordination. Working closely with our Partners and Project Principals, this role helps ensure the firm's agreements, registrations, records, and business processes are managed accurately and efficiently.

What You’ll Do

• Support Partner-led administration of client and consultant agreements.
• Maintain firm registrations, professional licensing, annual filings, and compliance tracking.
• Manage Certificates of Insurance (COIs) and related documentation.
• Maintain firmwide client, consultant, contract, and compliance records.
• Coordinate consultant and vendor invoice review workflows and support accounting processes.
• Provide administrative and operational support to firm leadership and office operations as needed.

Qualifications

• 5+ years of experience in architecture, engineering, construction, professional services, operations, compliance, business administration, or accounting support.
• Strong organizational, communication, and problem-solving skills.
• Exceptional attention to detail and follow-through.
• Ability to manage multiple priorities independently.

Preferred Experience

• AIA contracts and professional services agreements
• Professional licensing, registrations, and compliance management
• Deltek Vantagepoint (or similar ERP system)
• SharePoint, Microsoft 365, and DocuSign
• Consultant invoicing, project accounting support, or vendor coordination