Forge Craft Architecture and Design

Job Brief

Forge Craft Architecture and Design is hiring an Office Manager to organize and coordinate administration and office procedures for the Firm.  Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Reporting directly to the CEO and providing direct support to the four partners, the Forge Craft Office Manager will be responsible and in charge of making sure everything in the office runs smoothly.

Duties and Responsibilities

  • CORE, processes and reporting
    • Manages and addresses select tasks associated with BQE CORE and Smartsheets
    • Finalizes contracts with vendors and clients
    • Manages updates to the Firm’s operational processes, SOPs
    • Documents minutes of Partners’ Meetings, work items and status
    • Collects status of projects. Packages project status into weekly management Project Status Reports
  • Office Policies and Procedures
    • Identifies opportunities for office management improvements
    • Develops office policies and procedures, and ensures they are implemented appropriately
  • Personnel and Benefits
    • Tracks employees’ PTO
    • Oversees employee benefits – health insurance
    • Assists in the onboarding process for new hires
  • Calendar and Travel
    • Schedules meetings and appointments.  Manages calendars for the four partners
    • Makes travel arrangements
    • Expense report management for the four partners
    • Manages registrations for relevant Events and Conferences
  • Office and Facility Management
  • Manages inventory, approving or facilitating purchases as needed; negotiates related pricing contracts and verifies costs and receipts
  • Oversees office resources – computers, software, office equipment. Assists with the management of the IT infrastructure
  • Oversees office cleaning
    • Maintains the condition of the office and arrange/coordinate necessary repairs
    • Manages the office budget and pays utility bills and facility-related bills
  • Project manage office planning and move of office to new space.
  • General and Other
    • Receives and sorts incoming mail and deliveries, and manages outgoing mail
  • Performs receptionist duties: greet visitors, answer and direct phone calls
    • Conducts errands, when necessary
  • Plans in-house or off-site activities – parties, celebrations and conferences
  • Plan holiday client gifts send and deliver
    • Provides other administrative support as necessary
  • Billing
    • Communicate with Bookkeeping company to close out each month.

Required Skills and Abilities

  • Proficiency in MS Office and Google Products
  • Hands on experience with office machines.
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail
  • Possesses problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • A creative mind with an ability to suggest improvements

Education and Experience

  • Bachelor’s degree
  • 2-5 years of work experience in an administrative/office management role.  Experience in the industry is a plus