Office Administrator

About Us: JML Architects is a small architectural firm with a focus on commercial projects in various disciplines and scales while also taking on some residential projects. We focus on a commonsense approach to design and planning to ensure we meet client program requirements. In our small office, everyone is an integral member of the team. Job Summary: As the Office Manager, you will be the organizational heart of our firm. You are the first point of contact for our clients and the vital support system that keeps our architectural team focused on design and execution. This role requires a proactive, detail-oriented professional who thrives in a creative environment and can maintain multiple roles—from daily office management and client relations to assisting with critical project documentation. Key Responsibilities: Client Experience & Front Desk Operations Serve as the welcoming face of the firm, greeting clients and visitors at the entry. Answer and direct incoming phone calls with a professional and friendly demeanor. Manage the office calendar, including scheduling appointments and client meetings. Administrative Support & Organization Manage physical and digital filing systems, including printing, organizing, and filing emails, project documents, and general paperwork. Draft, type, and format professional letters and correspondence. Create, maintain, and update office spreadsheets. Maintain a clean, organized, and professional office environment daily. Monitor and order office supplies, groceries, and studio snacks. Research, schedule, and coordinate "Lunch & Learns" and continuing education opportunities for the architectural staff. Assist the design team with the preparation, formatting, and submission of permit applications and related documents to local municipalities. Opportunities for Growth & Future Responsibilities: As you grow in this role and as the firm expands, there is strong potential to take on additional, higher-level responsibilities based on your skills and interests: Project Coordination: Attending client and design meetings to take notes and transcribe official meeting minutes. Data & Tracking: Managing our Project Tracker, including monitoring permitting statuses, tracking job completion percentages, and maintaining a comprehensive project database. Process Improvement: Developing and maintaining office procedures and processes to streamline workflow and reduce redundant tasks for all staff. Firm Operations: Assisting leadership with future marketing initiatives, basic accounting/bookkeeping tasks, and supporting the hiring and onboarding process for new employees. Qualifications: Proven experience as an office administrator, office assistant, or in a similar administrative role. Strong proficiency in standard office software (Microsoft Office Suite) and digital filing systems. Basic computer skills and understanding are a must have. Excellent written and verbal communication skills. Exceptional organizational and time-management skills, with the ability to prioritize tasks in a dynamic environment. Bonus: Previous administrative experience in the Architecture, Engineering, or Construction (AEC) industry, or familiarity with the municipal permitting process. #J-18808-Ljbffr