Office Administrator

KPMB Architects•Cambridge, MA

7d•Onsite

About The Position

KPMB is seeking a part-time Office Administrator for its Cambridge, Massachusetts office, working three days a week. Reporting to the Principal-in-charge in Cambridge, with operational oversight from the Director, People & Culture in Toronto, the Office Administrator manages day-to-day office operations and provides administrative support to the Cambridge team. The role is a primary point of contact for visitors and employees and works with Cambridge leadership and colleagues in Finance, People & Culture, and Administration to maintain an efficient, welcoming, and well-supported workplace. The position encompasses office coordination, facilities and vendor management, onboarding and offboarding logistics, workplace health and safety, office communications and events, administrative support, and backup accounting support. The ideal candidate is organized, proactive, service-oriented, and comfortable balancing priorities in a collaborative, fast-paced environment.

Requirements

2–5 years of experience in an office administrative or similar administrative support role.
Exceptional organizational and time-management skills, including the ability to manage competing priorities and deadlines.
Proficiency in Microsoft 365 and ability to learn new systems quickly.
Strong attention to detail and commitment to accuracy.
Excellent verbal and written communication skills.
Sound judgment and discretion when handling confidential information.
Ability to work well in a collaborative team environment.
Self-directed approach to work and practical critical-thinking skills.
Comfort working with leadership across offices, including a manager based in Toronto.

Nice To Haves

Experience with Deltek Vantagepoint or a similar ERP system.
Experience with accounts payable/accounts receivable and expense administration.

Responsibilities

Manage day-to-day Cambridge office operations and maintain a professional, organized, and well-kept workplace.
Serve as the primary contact for office inquiries, visitors, clients, and consultants, and liaise between the Cambridge office and Toronto headquarters.
Manage office supplies, equipment, and inventory; track expenditures against budget; and oversee vendor relationships and service contracts.
Coordinate facilities maintenance and service requests with building management, vendors, and service providers.
Respond to employee inquiries about company policies and procedures, escalating matters requiring interpretation or clarification to the Director, People & Culture.
Coordinate onboarding and offboarding, including new-hire documentation, I-9 verification, workstation setup, office orientation, equipment, and access cards.
Organize and support office events, team activities, employee engagement initiatives, and Cambridge-specific internal communications.
Coordinate workplace health and safety requirements, including inspections, incident tracking, and compliance with Massachusetts and federal safety standards.
Administer building access and security, including keycards, and serve as fire warden for the Cambridge office.
Schedule and host product representative lunch-and-learns and track staff AIA continuing education credits.
Maintain the materials library, organize and update samples, and coordinate the return or disposal of outdated product literature.
Monitor Deltek Vantagepoint timesheet compliance and remind and follow up with staff about submission deadlines.
Coordinate meeting logistics, travel arrangements, and calendar support for the Principal-in-charge and team as required.
Prepare for meetings, including arranging catering and audiovisual setup as needed.
Prepare, edit, and format correspondence, reports, presentations, and other business documents as required.
Manage incoming and outgoing correspondence, including email and phone calls, and ensure timely follow-up.
Maintain organized electronic and physical filing systems and support document management in accordance with firm standards.
Assist with license renewals, registrations, memberships, and other administrative tracking requirements.
Support firm- and office-wide communications, announcements, and administrative initiatives.
Assist leadership with special projects and operational initiatives as required.
Prepare and submit expense reports for the Principal-in-charge in Deltek Vantagepoint, collecting receipts and coding expenses to project codes.
Review Cambridge staff expense submissions for complete receipts and accurate project coding, and flag issues or discrepancies to Finance.
Collect, track, and forward Cambridge consultant and vendor invoices to Finance for processing.
Maintain organized local financial records and payment documentation.
Provide backup support to the Toronto Finance team for accounts payable, accounts receivable follow-up, and routine accounting administration as needed.