Office Manager

Job Description

Job Description

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.