Architectural Office Manager

Elements Architecture, Inc., a small boutique architectural firm in Aliso Viejo is seeking an experienced Office Manager to perform all the financial, human resources and office administration functions for the firm.

Responsibilities

Office Management

Select and manage relationships with all office vendors

Primary liaison with IT consultant and print services vendor

Order hardware, software and office supplies

Manage business insurance, complete annual renewal applications and track/request certificates of insurance

Coordinate all office maintenance and repairs

Primary liaison with Property Manager for building maintenance

Work with multiple jurisdictions to obtain architectural licenses and registrations. Prepare annual reports. Obtain city business licenses. Track architectural license and NCARB renewal status.

Finance/Accounting

Utilize BQE CORE for accounting, time sheets and project billing

Accounts Payable – Enter and process payments for vendor and subconsultant invoices. Process employee expense reimbursements

Accounts Receivable – Generate client invoices, receive payments and monitor receivables

Maintain and reconcile checking accounts and credit cards

Deposit cash receipts

Prepare financial reports for principals on cash flow, revenue and expenses

Work with external CPA on tax return preparation and year end planning

Project Administration

Set up projects using BQE CORE software

Review and track status of proposal, additional service proposal and client purchase order status as well as subconsultant proposals

Report on and monitor project billing and profitability

Generate client invoices

Human Resources

Manage hiring and onboarding processes, employment reviews and terminations

Manage health insurance, benefits and 401K plan

Manage firm policies and procedures and compliance with applicable laws and regulations

Qualifications

Bachelor’s degree in business administration or accounting

Minimum 5 years’ experience in the same role for an architectural, engineering or construction firm

Excellent verbal and written communication skills

Self-starter, organized and attention to detail

Software Skills: Office 365 (Word, Excel, Outlook, Teams), BQE CORE and QuickBooks or similar accounting platform, Bluebeam Revu or Adobe Acrobat

Benefits

Medical, Dental, Vision, Group Life and AD&D Insurance

401K and Profit Sharing

Annual bonus opportunity

Paid vacation, sick time and holidays