Proffitt & Associates Architects, located in historic downtown Frederick, Maryland, is seeking a full-time Office Manager with strong organizational, financial, and communication skills. We are a small firm specializing in educational, community, recreational, religious, office, industrial, and historic projects. The firm provides architectural and interior design services to a wide variety of public and private clients throughout Maryland, as well as to the surrounding areas of Washington DC, Virginia, West Virginia, and Pennsylvania.
Role encompasses a wide variety of administrative tasks including reception duties, supporting design staff to maximize their productivity during design and construction, maintaining office environment and equipment, and managing office finances. Flexibility, self-starting attitude, and the ability to work professionally in a collaborative process are desired. Candidates should have professional administrative experience, preferably in the architecture/engineering field. Microsoft Word, Excel, PowerPoint, Access, and Deltek Vision experience are required.
Strong customer service and communication skills, both oral and written.
Proficiency in basic computer skills and software packages (Microsoft suite).
Excellent spelling, punctuation, grammar, and attention to detail.
Strong organizational ability and skill in prioritizing multiple responsibilities.
Ability to be flexible in responding to dynamic administrative needs and priorities.
Exercise discretion, initiative, and independent judgment in matters of office management, finance, and human resources.
Ability to work independently with minimal supervision.
Ability to manage office finances using project accounting software (Deltek Vision).
Typical responsibilities include:
Greets and directs all visitors, including clients, sub-consultants, and vendors.
Answers all phone calls, determines nature of the calls, and directs appropriately.
Answers general e-mails and postal correspondence with customers and suppliers.
Coordinates printing, collating, and stamping of drawings and submissions as required.
Provides administrative support as requested by Principals.
Performs general word-processing tasks, including preparing meeting minutes, punch lists, and general specification work.
Processes and tracks documents and submittals during Construction Administration.
Maintains all financial records, bank accounts, and accounting software.
Records all business transactions and regularly balances ledgers.
Processes employee timesheets and prepares payroll.
Prepares a variety of project and administrative financial reports on a regular basis.
Invoices clients, tracks collection of funds, and pays bills.
In addition to a competitive salary, our compensation/benefits package includes employer paid health insurance, 401K plan, holidays, vacation time, sick, and personal leave as well as employer paid parking. We offer a collaborative work environment and opportunities for professional growth and development.