An innovative architectural design firm located in Brooklyn, New York, seeks an Office Manager with a solid track record of at least 3 years in operational leadership within the creative, architecture, or design industries. This strategic position plays a critical role in the seamless functioning of our firm, comprising over 25 dedicated professionals. The ideal candidate will demonstrate an ability to oversee firm-wide operations, work intimately with the Principals and Senior Associates, and drive operational and strategic initiatives that support the firm's growth and efficiency.
Core Responsibilities:
- Manage all facets of office operations to ensure excellence in administrative functions, IT infrastructure, facility management, and procurement.
- Manage financial management activities, including overseeing Accounts Payable/Receivable, executing thorough financial reconciliations, managing firm cash flow, and liaising with external financial advisors.
- Coordinate strategic planning sessions with Principals and Senior Associates, focusing on project resourcing, scheduling, and the progression of strategic projects.
- Oversee human resources functions, from payroll and benefits administration to comprehensive employee relations, ensuring adherence to HR regulations.
- Manage communications within and outside the firm, serving as the primary point of contact for external partners such as accountants, legal counsel, and insurance brokers.
- Handle contract administration, ensuring the precision and timeliness of contract executions in alignment with project specifications and compliance requirements.
- Lead the recruitment process from advertising roles to onboarding new hires, integrating them into the firm's culture and operational workflows.
- Maintain the firm's archives, manage press inquiries, and facilitate the permissions for the use of project images and models.
Skills and Qualifications:
- Ability to thrive in a dynamic environment, demonstrating flexibility and a proactive approach to problem-solving.
- Exceptional communication and interpersonal skills, with a strong background in managing relationships at all organizational levels.
- Understanding of HR compliance, particularly regarding visa programs (J1 and F1 visas).
- Experience in financial and contract administration, with the aptitude to engage with external professionals effectively.
- Proficiency in Adobe Creative Suite, especially InDesign, with a willingness to expand skill sets as required.
- A background in marketing material creation/editing or an eagerness to develop these competencies.
- A passion for or experience in the architecture, design, and arts sectors is advantageous.