Office Manager

William Vaughan Company is helping in the search for an Office Manager for an Architect Firm in Toledo, OH. They are seeking an experienced Office Manager to join their team. In this role, you will play a crucial role in overseeing and managing the front end of the office while overseeing all backend office duties such as payroll management, timesheets, checks, and reconciliations. This person will be integral to the growth of the firm!

Programs used:  AIA Contract Documents, Excel, Outlook, QuickBooks, Word, WordPerfect, Adobe InDesign

Benefits:

• Competitive Wages
• Insurance
• Vacation
• 401K Plan
• Parking
• Well Respected, established work environment! 

Job Responsibilities:

• Answer and transfer calls to appropriate people. Log all incoming calls and visitors on daily Phone Log.
• Buzz in and greet visitors.
• Type and (once signed by Architect) process Pay Requests from Contractors, process Change Orders to Owner/Contractor, and process AIA Contracts Owner/Architect, Owner/Contractor.
• Type Proposals/RFQs/SOQs.
• Keep inventory of all supplies, including printers, fax and copier.
• Process payroll with Paychex and write checks in QuickBooks to pay bills
• Pay taxes online – monthly, quarterly, annually.
• Document all mail/postage being sent out daily so once a month they can be billed to appropriate customer/client.
• Keep track of all copies made at the copier/printers using commission number/job, name, etc. and so at the end of the month they can be billed to appropriate customer/client.
• Keep track of all emails sent or received and properly bill to appropriate customer/client at end of month.
• Retrieve timesheets from all employees after the 15th and last day of each month.  Document for each employee – hours worked during that time frame, vacation used, sick/medical days used, comp time used or saved, mileage, expense and personal time.  Then put all time/costs (for each individual) that can be charged to jobs in each job.
• Shred recyclable paper and drawings when necessary.
• Type Christmas card list and Christmas Delivery List
• Keep all magazine subscriptions up-to-date.
• Keep all the Architects and Firm’s licenses and memberships up-to-date.
• Contact Utility Companies annually when contracts are close to expiring to get best deals, etc.  (Phone, U-verse, Gas, Electric, etc.)
• Setup and teardown for Lunch-n-Learns.  Clean up extra food, etc.  Clean Conference Room table and put chairs back.
• Ship items by USPS, USPS First Class, UPS, FedEx, etc.
• Keep Rolodex up-to-date.
• Monthly reconcile bank accounts in QuickBooks.
• Type and mail Invoices to customers/clients
• When checks/payments are received document on proper Invoices, put deposit in QuickBooks and fill out deposit slip to take to bank for deposit.
• Keep track of multiple bank accounts and shift money between them.
• Notary for the Office.

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