OFFICE MANAGER

Our Office Manager is an adaptive thinker with dynamic and improvisational qualities, able to balance the routine of an architecture services practice with the unforeseen, random requirements inherent in what we do.

Client Project Administration

  • Create/enter all client projects in Ajera

  • Enter project budgets and any changes to project budgets, additional services, etc.

  • Project status maintenance, i.e. Active, Work Hold, Closed, etc.

  • Routine and Ad Hoc project reporting and maintenance activities, i.e. status reviews with Project Managers.

Client Invoicing Management

  • Review all payroll information to ensure all employee work time has been properly entered, submitted and approved in Ajera

  • Generate required reports and create invoice previews for Project Manager Review

  • Lead monthly invoicing review meetings

  • Execute “Final” client invoices each month, including issuance of any client courtesy credits or write-offs of open Work-In-Process

  • Invoice KPM: All client invoices are finalized and sent to clients no later than the 5th business day of each month

Payroll Management

  • Review all expense report submissions to ensure proper entry and approval

  • Review and verify all overhead time entries

  • Manage all payroll withholdings and deductions, including proper employee documentation and required forms

  • Enter all payroll information into payroll processing vendor’s online platform

Human Resources

  • Employee file maintenance, both in Ajera and electronic employee files, including all employment forms

  • New Hire Coordination…preparation of forms and coordination of first day activities for new employees

  • Benefits administration: coordinate all benefits between employees and benefit providers…proper completion of all forms and timely enrollments, changes and terminations of all benefits

  • Employee Terminations: coordinate all required activities associated with employee terminations

Accounts Receivable Administration

  • Administer and maintain all client files in Ajera

  • Administer Client receipts; prepare and submit bank deposits using remote deposit capture and proper application of receipts to outstanding client invoices

  • Resolve any client deductions, errors or misapplications

  • Issue any required credit memos

Accounts Payable Administration

  • Administer and maintain all vendor files in Ajera

  • Enter all vendor invoices into Ajera, ensuring proper project costing and/or expense accounting

  • Administer payments process; preparation of invoices to be paid for Principal review and issuance of payments

Consultant Administration

  • Coordinate all Consultant information, including all Consultant insurance coverages, and maintenance of proper and up-to-date records in Ajera

  • Review and coordinate all consultant invoices; route to Project Managers for approval and subsequent integration into the Accounts Payable process

General Office Duties

  • Manage all office supply requirements: ordering, tracking and organization/cleanliness of the supply room

  • Maintain office equipment, all records, equipment leases and documentation, including all office computers and IT equipment

  • General office filing

  • Manage all business and professional licenses and certifications, including upcoming renewals or other necessary follow up

  • Other ad hoc office activities required from time to time

Required Qualifications

  • Bachelor’s Degree in Accounting or related business discipline

  • Experience with Deltek Ajera project management is strongly preferred

  • 3-5 years’ experience managing similar tasks in a similar office environment

  • Excellent communication and interpersonal skills

  • Proficiency in most common computer usage: Microsoft Outlook, Excel, Word, Power Point;

  • Dynamic, adaptive and improvisational character qualities strongly preferred

If interested, send your resume to: recruiting@sgwarch.com.