What are the responsibilities and job description for the Office Manager position at Optimus Architecture?
Office Manager/Bookkeeper (Rhinebeck)
Optimus Architecture has an immediate opening for an Office Manager/Bookkeeper. The role is based in our Rhinebeck, NY office.
Optimus Architecture has been providing full-service architecture and interior design on projects across the northeast for more than 26 years. Specializing in healthcare, our projects include hospital, physician owned, private & not-for-profit, inpatient and outpatient facilities.
Skills and Qualifications
Positive and professional demeanor
Strong written and verbal communication skills
Exceptional organizational skills
Strong analytical and problem-solving skills
Self-motivated and proactive work style
High degree of accuracy and attention to detail
Ability to handle multiple tasks efficiently
Must be able to physically perform bending, crouching, and kneeling for filing duties and the ability to lift a minimum of 20 pounds
Proficiency in QuickBooks
Proficiency in Word, Excel, and Outlook
Minimum 3-5 years of experience in Office Administration and Bookkeeping
Bachelor’s Degree or equivalent combination of education, training, and experience
General Administrative Duties
Receive and direct all visitors
Answer incoming calls and direct to appropriate staff or take detailed message as appropriate
Provide day-to-day administrative support to Principal and Staff
Daily filing of project documentation
Handle all incoming and outgoing mail
Office maintenance and upkeep (water plants, keep kitchen & restroom tidy, waste/recycling collection, stock supplies & paper/toner in printers, periodic office “clean up” of samples, drawings, etc.)
Set up Zoom Meetings and add to Outlook calendar
Book Rental Car for Site Visits as needed
Run office errands including bank deposits, post office, supply & occasional lunch pick-ups
Coordinate Office Lunch Meetings and Continuing Education Presentations
Track AIA credits for Principal and Project Architects
Manage vendors (IT Consultant, Copier/Printers, Cleaning) and the purchasing & maintenance & repair of office supplies, software, subscriptions, and equipment
Liaise with the firm’s insurance providers
Maintain licenses and registrations
Human Resources Duties
Coordinate and track employee benefits and PTO
Liaise with 401k Administrator
Maintain office-wide protocols in accordance with the employee handbook and COVID guidelines
Maintain bulletin board with required employee postings
Manage Job Postings as needed
New Hire Set-up and Onboarding
Maintain firm’s Office Policy Manual
Process payroll and liaise with payroll provider
Bookkeeping Duties
Daily journal entries and expense categorization
Data entry of timesheets into QuickBooks
Keep track of project proposal details, including architect and consultant/engineer fees, expenses, Purchase Order #s, and other project specific information
Create Project Invoices for review with Principal, revise as needed and send to clients
Create and update project reports
Prepare cost reports for Principal
Expense Reimbursement
Track and follow up on outstanding invoices
Bank & credit card reconciliations
Liaise with Accountant on financial reporting and tax preparation activities
Verify, balance, and record receipt of client payments; receive in QuickBooks; determine if consultant payment is due; prepare deposits into proper accounts
Prepare AP checks for review & signature by Principal
Please submit resume complete with dates of all previous employment and education
Three work related references will be requested
We offer a benefits package including Medical, Dental, Vision Insurance, 401k Profit Sharing Plan, PTO, and Paid Holidays
Salary Commensurate with Experience
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
COVID-19 considerations:
Yes, NYS Airborne Infectious Disease Exposure Prevention Plan is in place.
Work Location: One location