Office Assistant & Business Operations Coordinator

Benefits:

401(k) 401(k) matching Bonus based on performance Competitive salary Dental insurance Free food & snacks Health insurance Paid time off Training & development Vision insurance Office Assistant & Business Operations Coordinator

RG Architects | Fort Myers, FL | Full-Time

About RG Architects RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions. This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment. Position Summary The Office Assistant & Business Operations Coordinator provides administrative, project, and operational support to ensure the efficient day-to-day functioning of the firm. Responsibilities include contract administration, consultant coordination, licensing and compliance tracking, office management, and general business support. Responsibilities Contract & Project Administration Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders. Assist with proposals, qualifications packages, and project-related documentation. Monitor contract execution and obtain required signatures. Maintain project records, document logs, and digital filing systems. Support project managers with administrative and document control tasks. Coordinate project closeout documentation and records retention. Business Operations & Compliance Track and maintain company licenses, registrations, certifications, and renewal deadlines. Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation. Maintain consultant, vendor, and client databases. Assist with insurance, licensing, and regulatory filings. Support employee onboarding and administrative processes. Maintain office procedures, forms, and operational documentation. Office Administration Answer and direct incoming calls, emails, and visitors. Schedule meetings, appointments, and conference room reservations. Draft correspondence, reports, and meeting notes. Order and maintain office, kitchen, and operational supplies. Coordinate office vendors, maintenance services, deliveries, and housekeeping. Maintain organized physical and electronic filing systems. Assist with company events, meetings, and special projects. Administrative & Financial Support Assist with invoicing, data entry, expense tracking, and records management. Support proposal submissions and business development activities. Provide administrative support to leadership and project teams. Qualifications Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field. 3+ years of experience in administrative support, office management, project coordination, or business operations. Experience in an architecture firm, AEC industry, or professional services environment preferred. Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred. Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint. Strong organizational, communication, and time-management skills. Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism. Experience with Deltek Ajera or similar project management/accounting software is a plus. Additional Requirements Must have reliable transportation and a valid driver's license with an acceptable driving record. Ability to travel locally as needed for business-related activities. Why Join RG Architects? Competitive Compensation Paid Time Off (PTO) Professional Development Opportunities Career Growth Potential Supportive and Collaborative Team Environment Apply Today If you are a proactive and organized professional looking to build your career in a dynamic architectural firm, we encourage you to apply and become a valued member of the RG Architects team. Location:

Fort Myers, Florida

Schedule:

Full-Time, Monday-Friday

Work Location:

In-Person Reports To:

Business Manager