Office Manager

Houston, TX 77056

Employment Type: Direct Hire Job Function: Administrative/Clerical Job ID:: 126607 Pay Range: $55,000-65,000 / year

Job Description

Office Manager- Houston, TX 77056

Boutique architecture and design firm that provides full architectural & interior design services specializing in the hospitality and residential industries. We are located in the galleria area in a beautiful office and service clients throughout the United States and internationally.
The Office Administrator holds a key role in the day-to-day functioning of our small office. The general duties include:

Responsibilities:
  • Welcome visitors, in person or on the telephone, answering or referring inquiries as appropriate
  • Maintain the neat and tidy appearance of the reception area, conference rooms, copy/supply areas, and kitchen area
  • Set up new project numbers and phases in the project management program (Bill Quick)
  • Maintain Week Ahead / Time Allotment documents
  • Order office supplies as needed to maintain stock of routine items; order special items as directed
  • Maintain and update client/contact database in outlook
  • Handle- incoming and outgoing mail and deliveries (FedEx, UPS); Schedule as necessary
  • Manage various office Outlook calendars
  • Maintain Architecture and Interior Design licenses in various states
  • Maintain completed project archiving
  • Assist with resolution of IT issues that arise
  • Assist with outside vendor relations and scheduling presentations as necessary
  • Coordinate and prepare for occasional office events
  • Responsible for all accounts payable tasks
  • Responsible for recording client payments and processing deposits
  • Input client project expenses and credit card purchases in project management software (Bill Quick)
  • Responsible for all monthly client billing cycle
  • Responsible for the coordination with consultant engineers, etc. in preparing consultant agreements, obtaining monthly invoices, tracking % completion and making payments
  • Reconcile credit card statements and enter transactions accurately
  • Support marketing activities for various holiday gifts for clients/contacts
  • Support Business Development and Marketing Coordinator with special projects
  • Order lunches or pick-up lunches for office events
  • Prepare correspondence as necessary
  • Support Owners with special requests and/or projects as necessary
  • Assist Principals with tasks associated with Board Positions and Charitable Organizations

Qualifications:
  • At least 4 years’ experience in small office handling administrative and accounting tasks; preferably in a business service industry
  • Business and finance administration knowledge
  • Knowledge and experience in basic bookkeeping tasks
  • Friendly and helpful attitude always and a strong customer service focus
  • Great time management skills, ability to juggle multiple tasks, and ability to meet deadlines
  • Excellent attention to detail and proactive in meeting needs
  • Dependable in attendance and able to ensure that tasks are completed accurately and timely; asks for assistance and/or guidance as soon as any concern arises
  • Strong written and verbal communication skills
  • Flexible, organized, and able to complete responsibilities with minimal supervision
  • Proactive in taking on tasks and projects
  • Ability to function in a fast-paced environment and maintain a positive attitude
  • Proficient knowledge of Microsoft Outlook, Word, and Excel
  • Ability to learn project management software (Bill Quick) and accounting software--QuickBooks desktop
  • Interest in and experience with technology
  • Ability to produce business correspondence; proofread for grammar, spelling and punctuation with a high degree of accuracy

Preferred Knowledge:
  • Experience in QuickBooks Desktop



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Meet The Recruiter

Brandy Falcon
Sr. Direct-Hire Recruiter

Once I started my recruiting career, I knew I would never turn back. I treat my candidates and clients with the same respect, transparency, and compassion that I give to my loved ones. It can be easy to find a job but challenging to find the right fit, so my focus is listening to the wants and needs of those I work with to identify an excellent match for both parties.

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