Operations Manager

OPERATIONS ADMINISTRATOR

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Work directly with the leadership of a fast-growing 30-person architecture firm to help support the firm's growth and expansion.
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This person will work closely with the COO and the Managing Principal on business and operations matters.
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The ideal candidate will be able to assist the COO with the creation and maintenance of an efficient system of operation to support business needs. The candidate should be comfortable multitasking and working cross-functionally with different business units. The ideal candidate will have previous experience in related fields.
Responsibilities Finance
Manage the entire financial projects’ life cycle, including:

Estimate fees (based on our guidelines)

Generate monthly invoicing, including expenses and sub-consultants' conciliations, with the help of our office bookkeeper.

Liaise with principals, project managers, clients, and consultants regarding invoices and billing schedules.

Set up customers, track delinquent clients, and manage deposit invoicing in Quickbooks.

Assist the COO with the monitoring of the financial health of the firm's various projects.
Proposals
Draft proposals based on office templates.

Send proposals to potential clients.

Manage communication with potential clients, including the scheduling of meetings with the Principals.
Legal Documentation Organization
Maintain a well organized system to keep our legal documents in order.

Organize HR documentation.

Manage insurance.

Manage AIA licensing applications and documentation.
Marketing
Assist with production of marketing materials.

Assist with maintenance of the website.

Assist with the writing of awards applications and other marketing materials.
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*IT
Ensure operation of equipment and software, with the support of outsourced IT consultant, by establishing preventative maintenance requirements and service contracts, maintaining equipment and software inventories, and evaluating new equipment and techniques.
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*HR
Engage in office culture, planning studio retreats, outings, and celebrations.

Personally manage or coordinate the management of onboarding and off-boarding of employees.

Manage PTO tracking of Principals and Project Managers.
Support Managing Principal and COO
Support the Managing Principal and the COO with their administrative needs, including scheduling meetings, filing, travel arrangements, and correspondence.

Assist Principal and leadership meetings and prepare agendas and minutes for them.
Job Type
Full-time
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*Pay
$40,000.00 - $60,000.00 per year
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*Benefits
Health insurance

Paid time off
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*Schedule
Monday to Friday, 8 hour shifts
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*Ability to commute/relocate
All work takes place at the Annapolis office.

Annapolis, MD 21401: Reliably commute or planning to relocate before starting work (Required)
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*Education and Experience
Experience in similar roles preferred.

Bachelor’s degree in Business, Accounting, Finance, Business Administration, or any related field.

Bachelor's degree in disciplines that require strong writing skills will also be considered.
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*Relationships
This Office Administrator reports directly to the Managing Principal and the COO. The role will also liaise with our Principals and Project Managers. The Office Administrator is a member of the overall Operations Team headed by the COO, and in charge of Finance, HR, Office Management, Communications & Business Development, and Marketing. The Operations Team reports to the Managing Principal.
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Job Type: Full-time

Pay: $40,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Annapolis, MD 21403: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location