Office Administrator - Architecture Firm

Overview

Office Administrator – Architecture Firm
, 60K - 70K.

Note:

This architectural firm is flexible on salary for the right person. If you have more experience and are a great fit, the hiring Principal will pay you more.

Out-of-state candidates welcomed

Empower your career with new adventures, growth, challenges and a well-deserved promotion that includes higher compensation and comprehensive benefits.

We're hiring an Office Administrator to join an Architecture Firm in Phoenix, AZ.

The firm is an established architecture firm with offices in Phoenix, Arizona and San Jose, California, serving a diverse client base in corporate, educational, and high-technology sectors. They are seeking a motivated and detail-oriented Office Administrator to join their Phoenix office to support the day-to-day operations of their architectural practice. The current Administrator is moving up to a more senior role, taking on more responsibility and eventually taking over for someone who will be retiring.

The firm s goal is to relieve some of the current Administrator’s workload and, as she transitions, she will have time to take on her new responsibilities.

Reporting to the Business Ops Manager
, you will ensure smooth business operations across administration, accounting, and project coordination. The ideal candidate is organized, professional, and eager to grow within a collaborative, design-focused environment. Seeking someone that has a minimum of five to seven years of experience in administrative specific roles.

• Support the Business Operations Manager in managing financial and administrative processes for multiple office locations.
• Assist with accounts payable, accounts receivable, and client billing, ensuring accuracy and timely processing.
• Set up projects in Deltek Ajera, entering budgets, contracts, and project team data.
• Prepare/distribute internal reports related to project progress, billing status, utilization.
• Maintain accurate accounting and project records in coordination with leadership and project managers.
• Monitor contract compliance, insurance certificates, and subconsultant documentation.
• Prepare correspondence, marketing proposals, and presentation materials for clients and internal meetings.
• Coordinate office logistics; supplies, vendor management, scheduling, and equipment maintenance.
• Serve as a front-facing representative of the firm, welcoming clients and guests, managing calls, maintaining a professional, courteous office presence.
• Provide general administrative support to project teams and leadership as needed.

• Associate or Bachelor’s degree in Business, Accounting, or related field preferred (or equivalent experience).
• 5–7 years of experience in office administration or accounting support within an architecture, engineering, or construction (A/E/C) firm.
• Working knowledge of bookkeeping, invoicing, and project accounting principles and processes.
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with Deltek Ajera and/or Vision highly preferred.
• Excellent interpersonal and written and verbal communication skills, with a professional demeanor suitable for client-facing interactions.
• Organizational and time management skills, with the ability to handle multiple priorities.
• Strong attention to detail, accuracy, and confidentiality.
• Proactive, dependable, and able to work independently as well as collaboratively.
• Notary Public Certification a plus.

• Opportunity to be a part of a design firm with a strong reputation for quality and service.
• Direct mentorship and daily collaboration with an experienced Business Operations Manager and CFO.
• Involvement in all facets of firm operations—finance, contracts, and project management.
• Professional, supportive, and creative work environment.
• Competitive compensation and full benefits package.
• Career growth potential within a stable, well-respected architectural practice.

Please send us your resume in confidence. We ll call you to discuss the firm, their website, culture and all the details. Then we ll schedule a confidential interview for you and the firm’s hiring Principal.

Submit your resume, in confidence, to davi

EEO/AA employer. New hires must have documents that indicate eligibility to work in the USA. This is an IMMEDIATE HIRE but the hiring manager will wait for the right candidate. Our clients pay all fees. There is no charge to applicants. This is a confidential search. We are collaborating with Top AEC firms throughout the U.S.A. They are extending attractive offers to TOP TALENT with aggressive starting compensation packages, including base salaries, bonuses, top-notch family healthcare insurance (some pay 100% of monthly premiums), relocation, contemporary work environments, career growth, challenges and winning team values.