OFFICE MANAGER

Job Summary

 

Cotton Architecture + Design LLC., is a growing relationship-driven full service architectural and design studio focused on commercial projects in healthcare, office, industrial, entertainment / hospitality / retail and multi-family residential. As a relationship-driven firm it is our mission to be our clients trusted partners and provide them with the highest level of service, quality, guidance and expertise on the projects we collaborate with them on.

As the Office Manager, you will play a pivotal and active role in overseeing the day-to-day operations of our firm. This position offers an exciting and diverse range of responsibilities, including marketing support, strategic and resource planning, administrative task management, implementation of lean-based practices, project coordination, staffing, and ensuring a smooth and efficient workflow within the office. We are seeking individuals who possess exceptional organizational skills, meticulous attention to detail, a willingness to learn, and the ability to multitask, as these qualities will contribute to the overall efficiency and effectiveness of our team.

Responsibilities

 

Office Operations and Administration:

  • Take leadership role of office operations, ensuring seamless daily functioning. This includes managing administrative tasks, organizing schedules, coordinating meetings, overseeing office supplies and equipment, and maintaining a clean and organized work environment.

Marketing Support:

  • Collaborate with the firm leadership and the entire firm team in the development and implementation of marketing strategies. Support the creation of marketing materials, proposals, and presentations, ensuring they align with the firm's brand and messaging.

Strategic Planning and Resource Management:

  • Work closely with firm leadership to contribute to strategic planning initiatives. Assist in resource allocation, including staffing needs, project assignments, and budget management.

Lean Practice Implementation:

  • Embrace and implement lean-based practices within the office, promoting efficiency, continuous improvement, and streamlined workflows. Identify opportunities for process optimization and cost-saving measures.

Project Coordination:

  • Coordinate project activities, including scheduling, document management, and communication between team members, clients, consultants, and contractors. Support project managers in meeting deadlines and deliverables.

Accounting / Bookkeeping Support:

  • Provide support in financial tasks, such as monitoring project budgets, processing invoices, tracking expenses, and assisting in financial reporting.

Office Culture and Team Building:

  • Foster a positive and collaborative office culture. Organize team-building activities, training programs, and social events to promote teamwork and employee engagement.

Duties

 

The anticipated duties for the Office Manager position encompass a wide range of project and firm functions. The selected candidate will have the opportunity to develop proficiency in areas they may not have prior experience in. The key responsibilities include:

OFFICE MANAGEMENT & PROCESS IMPROVEMENT

  • Managing Budget for office related items, coordinate office bill and that utilities/expenses stay on track

  • Maintaining Overall Office calendar

  • Assist in coordinating and satisfying jurisdictional requirements.

  • Company event Planning, coordinating locations, tickets, planning, etc.  Cultivating Cotton and yearly 'retreats"

  • Misc. office management tasks including, ordering Supplies, maintaining inventory, getting scans made, supply runs, etc.

  • Touch base with clients 1 year after opening to see how things are going, actively reach out to old clients and keep engaged.

  • Ensures initiation and maintenance of project logs, notebooks, and files.

  • Standard Operating Procedures coordination, editing, and updating

  • Word/software Template updates

  • Work with team to develop phase checklist / QAQC procedures and process improvement strategies

  • Focus on centralizing and streamlining disparate processes into cohesive whole

  • Provide training and coaching to staff on ways to efficiently do things, how to interface with office management systems

  • Actively keep eye out for marketing/Business development events and opportunities

  • Attending strategic business development events, build relationships with thought leaders in the community.

  • Assist in keeping track of architectural / business license management for various jurisdictions.

  • Assist in coordinating office lunch and learns and continuing ed opportunities.

SOCIAL MEDIA AND MARKETING

  • Maintain and propose social media schedule, social media posting, and coordinating content

  • Update Statement of Qualifications and marketing materials

  • Website blog management, planning, coordination of content.  Working with others in the office within their areas of expertise to develop ideas for content and working with them to publication.

  • Awards submission and coordination

  • Photoshop images, generate social media content

PROJECT SUPPORT

  • Assist with editing proposals, formatting, assisting in coordination, reaching out to consultants, and sending out proposals.

  • Coordinate DocuSign process template development.

    Generating package of Management Reports

  • Build Project and Project budgets in firm project management software after approved proposal received

  • Building and actively manage project allocations and forecasting in firm project management software , coordinate with project teams weekly on status and adjust data as required

  • Submittal and RFI coordination and logging

  • Maintain Company Contact List

  • Coordinate submitting Lien Waivers, processing Lien's if applicable.

  • Assist with submission to AHJ’s and coordinating requirements

  • Assist in project Specification writing

  • Track project and CA schedules for additional services

  • Working with team to coordinate site visits and assist with site visits, field measuring and documentation

ACCOUNTING / BOOKKEEPING SUPPORT

  • Regularly coordinate with entire team on project statuses, phase billing amounts

  • Assist in coordinating and generating project invoices based on discussion with project team on statuses

  • Follow up on overdue receivables 45+ days mid-month

  • Follow up on payables, control pay-when-paid consultant payment flow

  • Review consultant bills for approval and contract conformance.  Ensure additional services are caught

Attributes

 

  • Fun attitude

  • Willingness and openness to learn

  • Communicate clearly in verbal, written, and drawing form

  • Proven ability to meet deadlines

  • Responsive to firm needs and expectations

  • Collaborative; process-oriented

  • Consensus builder; leader; mentor

  • Dedicated; committed

  • Hands-on; roll-up-the-sleeves style

  • Continuously expands one’s knowledge base

  • Promotes esprit d’corps within the project team

  • Ability to communicate with consultants, building specialists, government officials and product suppliers.

  • Be able to provide leadership and direction for the establishment of project production standards and to self-direct, self-control and self-monitor activities.

Benefits

 

  • Flexible work schedules, typically work 4 x 10-hour days with Fridays off

  • Weekly “Cultivating Cotton” team building or development activities

  • Medical Insurance

  • Dental Insurance

  • Vision Insurance

  • Matching Retirement Contribution

  • Life Insurance