Office Assistant & Business Operations Coordinator

Job Description

Job Description

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