Office Coordinator

Your newpany

This is a full-service design house that possesses a portfolio of over 600 custom single-family homes and 2500 homes within multifamilymunities.

Thepany has diversified into aprehensive firm epassing development under the Boutique Properties brand, interior design, and in-house landscape design.

The international portfolio of single-family, multifamily,mercial, and destination properties bear the classic ideology of elegance in architectural form, standing apart without pretense.

Your new role

The Office Coordinator plays a pivotal role in maintaining the efficient operation of our architecture firm. This is a 12-month contract position with the potential for permanent employment.

As the Office Coordinator, you will provide essential administrative support to our design team and project management staff.

Responsibilities :

Administrative Support :

• Assist withpany-wide invoicing, ensuring all stakeholders are included inmunications.
• Track extras and hourly billing accurately.
• Generate monthly reports on job profitability.
• Review project budgets in detail as required.
• Provide monthly reporting on staff utilization.
• Manage the Mosaic database, which serves as our time and budget tracking software.
• Track all prospective jobs and maintain up-to-date records.
• Draft proposals and ensure timely distribution to clients.
• Handle accounts receivable (AR) and collections.
• Facilitate the signing of submission documents.
• Assist with onboarding new staff and performing general administrative duties, including reception tasks when necessary.

What you'll need to succeed

• Experience : 3+ years of experience in an administrative role, directly supporting the office environment. Ideally, you have worked in a similar organization / industry.
• Accounting & bookkeeping;
• Exposure to reviewing budgets, monthly reporting, Accounts receivable and invoicing, collections and followup on project payments.
• Organizational Skills :

The Office Coordinator must be highly organized and capable of managing multiple tasks simultaneously. Attention to detail is crucial for accurate invoicing, budget tracking, and reporting.

Effectivemunication with team members, clients, and stakeholders is essential. The Office Coordinator serves as a central point of contact, so clear and concisemunication is vital.

Proficiency in Software :

Familiarity with Mosaic or similar time and budget tracking software is preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is also necessary.

Adaptability :

The ability to adapt to changing priorities and handle unexpected situations is important in a dynamic office environment.

Team Player :

The Office Coordinator collaborates closely with various teams, so a cooperative and supportive attitude is essential.

What you'll get in return

$60,000 75,000 depending on experience level, 3-week vacation, health benefits, working in a collaborative environment, 12-month contract but likely to be made permanent.