Office Manager

IA Interior Architects translates client goals, brand and culture into powerful environments built around people, processes, technologies and business drivers.  Our clients in diverse markets worldwide require high-performance, visually compelling and sustainable environments to move their enterprise forward, support their culture, engage their staff, integrate technology and drive efficiencies.  As architects, designers, workplace strategists and environmental specialists in the largest global architecture firm concentrating exclusively on interiors, we help clients articulate and align their business strategies and core values with the dynamic use of space.

Our team members are collaborative, creative, professional, expert and entrepreneurial.  Joining our team requires skill, daring, leadership, teaming, humor and a love of interiors.  We are presently searching for an Office Manager for our New York studio.  The Office Manager is responsible for oversight and direction of the functions associated with the office, including: reception, accounts payables/receivables, calendaring, supply management, and general administrative support.

Specific responsibilities will include:

• Acts as the office ambassador by responding to outside inquiries, manages and directs phone traffic and interacts with visitors and guests.

• Prepares financial reports for local management.

• Writes, edits, and proofreads correspondences, presentations, and meeting materials.

• Coordinates accounts payable and accounts receivable functions (may include invoicing, collections, monitoring reimbursable, tracking delinquent accounts).

• Manages incoming and outgoing mail. Pick-up, sorts, and distributes correspondences, e-mails, and faxes.

• Directs office operations including interfacing with building management and office-related vendors.

• Responsible for overall office appearance by maintaining copy rooms, kitchens, and lobby.

• Key contact for procurement and management of all office/consumable supplies; including food and catering orders.

• Coordinates office calendar by maintaining meeting schedules and reserves, prepares, and breaks down conference rooms for meetings.

• Provides administrative support to professional staff within office.

Qualifications:

• Bachelor's degree or equivalent experience.

• 3 years related work experience.

• 1 year accounting experience, preferred.

Knowledge, Skills, and Abilities:

• Familiar with commercial interior architecture and design business concepts.

• Advanced MS Office application skills, including Outlook and PowerPoint.

• Intermediate skills using an automated accounting system, preferably Deltek/Advantage.

• Basic knowledge of a multi-line phone system.

• Intermediate verbal and written communication skills.

• Proven ability to direct staff without having managerial authority.

• Working knowledge of budget preparation and proven ability to manage within budgetary constraints.

• Proven ability to prioritize and complete diverse projects from multiple sources.

Working Conditions:

For the majority of the time the Office Manager will be sitting in a studio with limited physical requirements.  This may require individuals to bend, stretch, twist and reach.  On occasion individuals will be required to visit a client site to perform site verifications and field surveys.  The position is not subject to occupational and safety risks.

IA Interior Architects is an Equal Opportunity Employer M/F/Disability/Veteran