Comprehensive Recruiting
Office Administrator - Architecture Firm
Comprehensive Recruiting, Scottsdale, Arizona, us, 85261
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We're hiring an Office Administrator to join an Architecture Firm in Phoenix, AZ.
About the Firm The firm is an established architecture firm with offices in Phoenix, Arizona and San Jose, California, serving a diverse client base in corporate, educational, and high-technology sectors. They are seeking a motivated and detail-oriented Office Administrator to join their Phoenix office to support the day-to-day operations of their architectural practice.
About the Role Reporting to the Business Ops Manager, you will ensure smooth business operations across administration, accounting, and project coordination. The ideal candidate is organized, professional, and eager to grow within a collaborative, design-focused environment. Five to seven years of experience in administrative roles is required.
Key Responsibilities
Support the Business Operations Manager in managing financial and administrative processes for multiple office locations.
Assist with accounts payable, accounts receivable, and client billing, ensuring accuracy and timely processing.
Set up projects in Deltek Ajera, entering budgets, contracts, and project team data.
Prepare and distribute internal reports related to project progress, billing status, and utilization.
Maintain accurate accounting and project records in coordination with leadership and project managers.
Monitor contract compliance, insurance certificates, and subconsultant documentation.
Prepare correspondence, marketing proposals, and presentation materials for clients and internal meetings.
Coordinate office logistics; supplies, vendor management, scheduling, and equipment maintenance.
Serve as a front-facing representative of the firm, welcoming clients and guests, managing calls, and maintaining a professional, courteous office presence.
Provide general administrative support to project teams and leadership as needed.
Requirements
Associate or Bachelor’s degree in Business, Accounting, or related field preferred (or equivalent experience).
5–7 years of experience in office administration or accounting support within an architecture, engineering, or construction (A/E/C) firm.
Working knowledge of bookkeeping, invoicing, and project accounting principles and processes.
Proficiency in Microsoft Office (Excel, Word, Outlook); experience with Deltek Ajera and/or Vision highly preferred.
Excellent interpersonal and written and verbal communication skills, with a professional demeanor suitable for client-facing interactions.
Organizational and time management skills, with the ability to handle multiple priorities.
Strong attention to detail, accuracy, and confidentiality.
Proactive, dependable, and able to work independently as well as collaboratively.
Notary Public Certification a plus.
Why You’ll Love Working Here
Opportunity to be a part of a design firm with a strong reputation for quality and service.
Direct mentorship and daily collaboration with an experienced Business Operations Manager and CFO.
Involvement in all facets of firm operations—finance, contracts, and project management.
Professional, supportive, and creative work environment.
Competitive compensation and full benefits package.
Career growth potential within a stable, well-respected architectural practice.
EEO/AA employer. New hires must have documents that indicate eligibility to work in USA.
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Get AI-powered advice on this job and more exclusive features.
out-of-state candidates welcomed
Empower your career with new adventures, growth, challenges and a well-deserved promotion that includes higher compensation and comprehensive benefits.
We're hiring an Office Administrator to join an Architecture Firm in Phoenix, AZ.
About the Firm The firm is an established architecture firm with offices in Phoenix, Arizona and San Jose, California, serving a diverse client base in corporate, educational, and high-technology sectors. They are seeking a motivated and detail-oriented Office Administrator to join their Phoenix office to support the day-to-day operations of their architectural practice.
About the Role Reporting to the Business Ops Manager, you will ensure smooth business operations across administration, accounting, and project coordination. The ideal candidate is organized, professional, and eager to grow within a collaborative, design-focused environment. Five to seven years of experience in administrative roles is required.
Key Responsibilities
Support the Business Operations Manager in managing financial and administrative processes for multiple office locations.
Assist with accounts payable, accounts receivable, and client billing, ensuring accuracy and timely processing.
Set up projects in Deltek Ajera, entering budgets, contracts, and project team data.
Prepare and distribute internal reports related to project progress, billing status, and utilization.
Maintain accurate accounting and project records in coordination with leadership and project managers.
Monitor contract compliance, insurance certificates, and subconsultant documentation.
Prepare correspondence, marketing proposals, and presentation materials for clients and internal meetings.
Coordinate office logistics; supplies, vendor management, scheduling, and equipment maintenance.
Serve as a front-facing representative of the firm, welcoming clients and guests, managing calls, and maintaining a professional, courteous office presence.
Provide general administrative support to project teams and leadership as needed.
Requirements
Associate or Bachelor’s degree in Business, Accounting, or related field preferred (or equivalent experience).
5–7 years of experience in office administration or accounting support within an architecture, engineering, or construction (A/E/C) firm.
Working knowledge of bookkeeping, invoicing, and project accounting principles and processes.
Proficiency in Microsoft Office (Excel, Word, Outlook); experience with Deltek Ajera and/or Vision highly preferred.
Excellent interpersonal and written and verbal communication skills, with a professional demeanor suitable for client-facing interactions.
Organizational and time management skills, with the ability to handle multiple priorities.
Strong attention to detail, accuracy, and confidentiality.
Proactive, dependable, and able to work independently as well as collaboratively.
Notary Public Certification a plus.
Why You’ll Love Working Here
Opportunity to be a part of a design firm with a strong reputation for quality and service.
Direct mentorship and daily collaboration with an experienced Business Operations Manager and CFO.
Involvement in all facets of firm operations—finance, contracts, and project management.
Professional, supportive, and creative work environment.
Competitive compensation and full benefits package.
Career growth potential within a stable, well-respected architectural practice.
EEO/AA employer. New hires must have documents that indicate eligibility to work in USA.
#J-18808-Ljbffr