Office Manager - BBT Architects

The Office Manager position reports to the Business Director and is a full-time in-person position in Bend, OR. • Conceptualize, plan and coordinate all aspects of special functions, meetings, parties, and employee events (with office fun committee) • Serve as building liaison manager; all aspects of building management, including maintenance/repair, janitorial services, security, parking, landlord communication • Welcome visitors and assist as needed; operate as office receptionist, responding to incoming calls/messages and directing as appropriate • Handle incoming and outcoming mail; receive and sign for mail/packages from couriers and deliver to the proper recipient, manage office shipping • Management of phone and technology systems; support office IT administration and coordination with external IT consultant, and coordinate maintenance of office equipment • Purchase, receive, and store office supplies, ensuring that basic supplies are always available • Support Business Director with miscellaneous tasks and requests • Must have a reliable vehicle for errands, mileage reimbursed at IRS mileage rate Accounting & HR Support –will include, but are not limited to: • Bookkeeping support • Vendor maintenance, W-9s, and annual 1099s • Monthly reconciliation of company-wide printing data • Maintain consultant certificates of insurance • Responsible for managing timely completion of timesheets and expense reports for payroll and billing • Manage general accounting email inbox and filter requests to other accounting personnel • Filing, project closeout, archiving Project Support – will include, but are not limited to: • Use MS Office and other software to prepare reports, memos, documents, and assist with specifications • Project filing and archiving • Maintain and create AIA Contracts from our online system • Basic editing/word processing of minutes, reports, and other project-related documents • Scanning, copying, and other related project tasks • Provide office support during Construction Administration for all staff (including RFI, Shop Drawings, and other support tasks) SKILLS: • Flexibility and follow-through • Exceptional communication skills – able to communicate clearly and concisely • Strong organizational and problem-solving skills, prioritizes and handles multiple deadlines with no hesitation • Solutions- oriented and self-starting • Attention to detail with quality, speed, and accuracy while maintaining acceptable standards EXPERIENCE & QUALIFICATIONS: • Bachelor’s degree in communications or business administration and 6+ years of professional experience • Experience in the architecture/engineering/construction or other professional services industry is highly desirable • Bookkeeping experience is preferred • Strong computer skills required – must learn new software and applications quickly • Power- user of MS Office Suite • Experience using Deltek Ajera, Bluebeam, and InDesign is a plus • Numbers-oriented • Authorized to work in the United States on a full-time basis PHYSICAL DEMANDS/OFFICE ENVIRONMENT: While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, stand, walk, bend, and reach. WHAT WE OFFER: Our culture is team-oriented and collaborative. For more information about BBT, please visit us at www.bbtarchitects.com. TO APPLY: For consideration, please submit a cover letter (stating availability), resume (please do not include a headshot), and work samples (if experienced with Adobe Creative Suite) in a single PDF of no more than 10 MB to employment@bbtarchitects.com, with “Office Manager” in the subject line.