Job Title: Office Manager
Job Type: Full Time
Mark P. Finlay Architects, AIA of Southport, CT is seeking an experienced Office Manager and Executive Assistant. This is a full time, permanent position and all applicants must be team oriented. Excellent written and verbal skills are essential. Job responsibilities will include but are not limited to:
Project Management
- create and manage project proposals and contracts
- create and manage project invoices and track project expenses
- oversee sub-contractor billing
- interface with clients on project related matters
Bookkeeping
- assist bookkeeper with company payroll, accounts payable, accounts receivable, expense reimbursement, and general ledger
- bank and account reconciliation
- liaise with CPA on R&D, financial reporting and tax preparation
General Office
- oversee day to day operations and efficiency
- oversee/maintain office-wide and CEO calendar
- oversee/assist in the coordination of company travel arrangements
- perform personal assistant duties with a high level of discretion and confidentiality
- maintain company insurance policies and licenses
- mange vendors and the purchasing and maintenance of office supplies, software and equipment
Human Resources
- provide day-to-day administrative support to management and staff
- coordinate and track employee benefits and PTO
- maintain office-wide protocols in accordance with the employee handbook and COVID guidelines
- new-hire onboarding
Property Management
- accounts payable/accounts receivable (rent)
- account reconciliation
- maintain building insurance policies
- coordinate building repairs and maintenance
An ideal candidate will have minimum five years experience as well as proficiency in Quickbooks, Word, Excel and Outlook. Studio Designer is a plus.
This position offers benefits and opportunities to grow within the firm. Salary based on experience. Our office is located near I-95 and the Metro North Railroad for easy commuting to the New York and New Haven areas.
