Studio Administrator (Part-Time, 20 Hours/Week)

Gardner Studio LLC; Oklahoma City (OK); In loco; USD 30.000 - 34.000; Part-time

Descrizione del lavoro

Gardner Studio in Oklahoma City is seeking an experienced part-time administrator to keep office operations and billing coordination organized, enabling the design team to focus on their work. The role is onsite, 20 hours per week, with compensation of $22–$25 per hour based on relevant experience.

You will report to Heather Gardner and interact with project leads, accountant and payroll provider. This position emphasizes efficient inbox management, calendar coordination, and timely billing

Competenze

• Experience independently managing recurring administrative deadlines, records and follow-up in a professional office.
• Accurate handling of invoices, receipts or other financial documents, with the judgment to question missing or inconsistent information.
• Clear, professional writing and communication; discretion with client, employee and financial records.
• Practical proficiency with Outlook, Teams, Word and Excel, including maintaining a clear tracker and learning new software.
• The ability to prioritize, follow a documented process, ask useful questions and elevate decisions rather than guess.

Mansioni

• Monitor assigned inboxes during scheduled hours, route requests and maintain one action list with owners, next steps and due dates.
• Coordinate calendars, meetings, brief notes, travel logistics and routine visitor or phone requests while onsite.
• Track license, membership, software and insurance deadlines; coordinate certificate requests and route decisions to leadership.
• Collect receipts, employee expenses and consultant invoices; follow up on missing records and assemble a monthly billing checklist.
• After training and access approval, prepare Monograph invoice drafts from approved inputs. Send invoices and routine payment reminders through the approved workflow; document replies and elevate discrepancies.
• Assemble upcoming bills and renewal information for accounting review. Coordinate approved onboarding and offboarding checklists with payroll/benefits and IT contacts.
• Maintain office supplies and coordinate cleaning, facilities vendors and simple team-meeting logistics within approved limits.

Conoscenze

Admin experience

Invoice processing

Professional writing

MS Office

Outlook

Teams

Excel

Word

Strumenti

Monograph

QuickBooks

Descrizione del lavoro

Gardner Studio is an Oklahoma City architecture and interior design practice. We are hiring an experienced administrator to keep office operations, recurring deadlines and billing coordination organized so our design team can focus on its work.

Onsite in Oklahoma City 20 hours per week $22–$25 per hour, depending on relevant experience.

You will report to Heather Gardner, who sets weekly priorities and resolves competing requests. Project leads provide technical information; our accountant and payroll provider retain their specialist responsibilities.

WHAT YOU WILL DO

• Monitor assigned inboxes during scheduled hours, route requests and maintain one action list with owners, next steps and due dates.
• Coordinate calendars, meetings, brief notes, travel logistics and routine visitor or phone requests while onsite.
• Track license, membership, software and insurance deadlines; coordinate certificate requests and route decisions to leadership.
• Collect receipts, employee expenses and consultant invoices; follow up on missing records and assemble a monthly billing checklist.
• After training and access approval, prepare Monograph invoice drafts from approved inputs. Send invoices and routine payment reminders through the approved workflow; document replies and elevate discrepancies.
• Assemble upcoming bills and renewal information for accounting review. Coordinate approved onboarding and offboarding checklists with payroll/benefits and IT contacts.
• Maintain office supplies and coordinate cleaning, facilities vendors and simple team-meeting logistics within approved limits.

A WORKABLE PART-TIME SCHEDULE

We will agree a consistent weekday schedule totaling 20 hours, with some flexibility in how those hours are arranged. Heather sets priorities to fit the available time. Continuous reception coverage and after-hours monitoring are not required. Training and all time worked are paid and recorded.

WHAT YOU BRING

• Experience independently managing recurring administrative deadlines, records and follow-up in a professional office.
• Accurate handling of invoices, receipts or other financial documents, with the judgment to question missing or inconsistent information.
• Clear, professional writing and communication; discretion with client, employee and financial records.
• Practical proficiency with Outlook, Teams, Word and Excel, including maintaining a clear tracker and learning new software.
• The ability to prioritize, follow a documented process, ask useful questions and elevate decisions rather than guess.

HELPFUL EXPERIENCE

Architecture, engineering, construction, legal, accounting or other professional-services administration is helpful. Monograph, QuickBooks document workflows, renewal tracking and payroll-provider coordination are useful but not required. A degree or design portfolio is not required.

CLEAR RESPONSIBILITIES

This role supports billing administration. Our accountant owns bookkeeping, accounting judgments, bank reconciliation and financial reporting. Leadership approves payments, employment terms, fees and client commitments. Payroll processing, cash forecasting, project management, proposal production and social media are outside this position’s core scope.

WHAT SUCCESS LOOKS LIKE

Recurring deadlines are visible early, missing billing records are followed through, routine messages reach the right owner, and leadership receives a concise list of decisions needed. During the first month, you will learn our systems and demonstrate assigned workflows with review before taking them on independently.

Gardner Studio considers qualified applicants without regard to legally protected characteristics. If you need an accommodation during the application process, please contact Heather at the email above.