⟵ Office Manager Position 

Mark Hart Architecture is a premier architecture design studio looking to add a new member to our ever growing and dynamic team.  If you are a passionate self-starting individual looking for a place to grow with then MHA could be the place for you!   

We offer some of the best benefits available.  Health, Dental, Vision, 401K, vacation and personal days, half day Fridays, Christmas week off along with the other holidays and your birthday.  We have a great culture of hard work and fun.  Several MHA outings per year to remind us that life isn’t always about work. 

Qualifications 

• Ability to handle sensitive business, project, and personnel information. 
• Proactive and willing to take on any job that needs to be done. 
• Proven experience in office or project management or administration role, preferably in architecture, engineering, construction, or related industries is highly recommended. 
• Proven experience managing contracts, correspondence, and organized record- keeping. 
• Proficiency in industry standard software: Microsoft Office Suite including Outlook, Google Docs, Adobe Creative Suite, Microsoft Teams, Bluebeam, and construction management software. 
• Ability to manage internal and external correspondence. 
• Strong organizational skills with the ability to multitask. 
• Self-starter who works well independently and has excellent written and verbal communication skills. 

Responsibilities (as close as we can get!) 

• This position will provide critical support for the organization’s office operations including administration, accounts/finance, and others as needed. 
• Provide time-sensitive administrative support to the architectural team. 
• Manage AIA document library and creation of contracts and documents. 
• Manage HR Policies, Procedures and Manual. 
• Maintain and update the Office Manual and Office Standards, as needed. 
• Employee task management: allocations and manage workflow for up to 12 employees. 
• Schedule and participate in employee hiring process. 
• Handle office shipping and receiving. 
• Keep track of architectural team’s schedules, and review and approve vacation/sick time as requested. 
• Answer phones and greet clients as needed. 
• Participate in staff office meetings. 
• Participate in office marketing meetings. 
• Assist Marketing Coordinator as needed on RFQ/RFPs. 
• File, process mail and checks, help keep office clean and organized. 
• Assist office with IT company and equipment and program vendors. 
• Maintain inventory of office supplies such as printer ink and other items, as well as managing mail and courier services. 
• Track current and future projects, contract milestones, and billing as it relates to project completion. 
• Keep leadership/project manager apprised of status. 

Assist Bookkeeper and Principles: 

• Creating and updating job files, phase budgets, consultant fees. 
• Helping assign weekly work and hours to employees. 
• Monitoring timesheets and tracking. 
• Creating and sending invoices based on progress. 
• Adding consultant fees based on AP list. 
• Invoicing management. 
• Client follow-up on unpaid invoices with bookkeeper. 
• Assist with contracts and fees from consultants. 
• Keeping files pertaining to contracts and invoices organized on MHA server for each job. 
• Recording client payments and approving vendor bills from AP list. 
• Approving Employee reimbursements for bookkeeper to pay. 
• Assist with new employee hiring and onboarding with bookkeeper. 

 Please send resumes to mhart@markhartarch.com.  For more information on our firm visit www.markhartarch.com