Office Manager

Abacus Solutions Group is recruiting for an Office Manager for a small Architectural & Design Firm, located in Baltimore City. This role would be 4 days in office and one day remote. Position Summary: We are seeking a highly organized, professional, and resourceful Office Manager to oversee the daily operations of our Baltimore-based architecture and design firm. This individual will wear multiple hats and serve as a critical partner to firm leadership by managing office operations, supporting human resources functions, coordinating administrative activities, and maintaining confidential personnel and business information. The ideal candidate thrives in a fast-paced, collaborative environment, possesses exceptional attention to detail, and demonstrates the highest level of integrity and discretion. This role requires a proactive professional who can anticipate needs, solve problems independently, and create an efficient, welcoming, and productive office environment. Key Responsibilities: Office Operations & Administration Manage the day-to-day operations of the office to ensure efficiency and professionalism. Serve as the primary point of contact for vendors, property management, service providers, and office-related contractors. Oversee office supplies, equipment, inventory, and facilities management. Coordinate office maintenance, repairs, and workplace improvements. Manage incoming communications, mail, deliveries, and general office correspondence. Support leadership with scheduling, travel arrangements, meeting coordination, and special projects. Coordinate company events, team meetings, employee celebrations, and client-facing activities. Maintain company records and filing systems, both electronic and physical. Human Resources Support Assist with recruiting activities, including job postings, interview scheduling, candidate communications, and onboarding coordination. Facilitate new hire onboarding and employee orientation. Maintain employee personnel files and HR documentation. Support benefits administration, enrollment processes, and employee communications. Assist with employee relations matters while maintaining strict confidentiality. Coordinate performance review cycles and HR-related reporting. Employee HR Review process coordination and administration. Track mandatory trainings, certifications, and compliance requirements. Ensure compliance with applicable federal, state, and local employment laws and regulations. Payroll & Employee Administration Support payroll preparation by tracking employee information, attendance records, PTO, and related documentation. Maintain employee records, organizational charts, and HR databases. Assist with leave requests, workers' compensation documentation, and other employment-related administration. Manage confidential compensation and personnel information. Financial & Administrative Support Assist with accounts payable and accounts receivable processes. Process invoices, expense reports, and vendor payments. Support budget tracking and administrative reporting. Coordinate vendor contracts and service agreements. Confidential & Executive-Level Support Handle highly sensitive employee, compensation, financial, and business information with absolute discretion. Prepare confidential reports, presentations, and correspondence for senior leadership. Support ownership and leadership team with strategic administrative initiatives. Maintain confidentiality regarding business operations, personnel matters, client information, and firm performance. Qualifications: Required Experience Bachelor's degree preferred; equivalent experience considered. 5+ years of experience in office management, operations, human resources, executive administration, or a related role. Experience supporting senior leadership and managing confidential information. Strong knowledge of HR administration and employment practices. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams. Excellent verbal and written communication skills. Preferred Experience Experience in an architecture, design, engineering, construction, professional services, or consulting environment. Familiarity with payroll systems, HRIS platforms, and benefits administration. Experience coordinating recruiting and onboarding activities. Key Competencies: Exceptional organizational and multitasking abilities High level of professionalism and discretion Strong interpersonal and relationship-building skills Ability to prioritize competing demands effectively Problem-solving and critical-thinking skills Attention to detail and accuracy Customer service mindset Initiative and accountability Strong judgment and decision-making abilities Confidentiality and ethical conduct What Success Looks Like: The successful Office Manager will become a trusted business partner to leadership, creating a highly organized and efficient workplace while ensuring employees, clients, and visitors have a positive experience. This individual will confidently manage sensitive information, support HR initiatives, and help maintain the professional culture and operational excellence that define our architecture and design firm. #J-18808-Ljbffr