Office Assistant & Business Operations Coordinator

RG Architects, P.A•Fort Myers, FL

10d•$20 - $25•Onsite

About The Position

RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions. This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment.

Requirements

Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
3+ years of experience in administrative support, office management, project coordination, or business operations.
Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint.
Strong organizational, communication, and time-management skills.
Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
Must have reliable transportation and a valid driver's license with an acceptable driving record.
Ability to travel locally as needed for business-related activities.

Nice To Haves

Experience in an architecture firm, AEC industry, or professional services environment preferred.
Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.
Experience with Deltek Ajera or similar project management/accounting software is a plus.

Responsibilities

Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
Assist with proposals, qualifications packages, and project-related documentation.
Monitor contract execution and obtain required signatures.
Maintain project records, document logs, and digital filing systems.
Support project managers with administrative and document control tasks.
Coordinate project closeout documentation and records retention.
Track and maintain company licenses, registrations, certifications, and renewal deadlines.
Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation.
Maintain consultant, vendor, and client databases.
Assist with insurance, licensing, and regulatory filings.
Support employee onboarding and administrative processes.
Maintain office procedures, forms, and operational documentation.
Answer and direct incoming calls, emails, and visitors.
Schedule meetings, appointments, and conference room reservations.
Draft correspondence, reports, and meeting notes.
Order and maintain office, kitchen, and operational supplies.
Coordinate office vendors, maintenance services, deliveries, and housekeeping.
Maintain organized physical and electronic filing systems.
Assist with company events, meetings, and special projects.
Assist with invoicing, data entry, expense tracking, and records management.
Support proposal submissions and business development activities.
Provide administrative support to leadership and project teams.