Office Manager

JacobsWyper Architects•Raleigh, NC

25d•$50,000 - $55,000•Onsite

About The Position

JacobsWyper Architects (JWA), a full-service design firm working in a variety of market sectors, is seeking an Office Manager to join their growing team. This role is based out of the Raleigh, NC office and working across JWA's Philadelphia, PA, Raleigh, NC, and Austin, TX offices. As a critical position to scaling our NC market, the Office Manager will bring operational expertise, build a strong office culture, and support the exciting design work happening across the region. As Office Manager, you'll be the operational backbone of our Raleigh office, overseeing day-to-day functions, managing facilities, and ensuring the administrative needs of the firm are handled with precision and care. You'll coordinate closely with our Philadelphia Office Manager to provide continuity across locations, delegate effectively, and manage multiple priorities with ease. This is a role that grows with you: as the Raleigh office expands, so will your scope and impact. This is a full-time, in-office position.

Requirements

High school diploma or equivalent required
Ability to manage multiple tasks simultaneously; organized and able to prioritize under pressure
Awareness of project commitments such as milestone deadlines and expected deliverables
Collaborative with strong communication skills
Proficiency in MS Office, particularly MS Excel and MS Outlook
Excellent time management skills with the ability to multitask and prioritize work
Relentless attention to detail and strong problem-solving skills
Excellent written and verbal communication skills
Creative mindset with the ability to suggest improvements

Nice To Haves

Administrative Assistant or Secretary experience preferred
Experience supporting senior leadership or managing partner(s)

Responsibilities

Take on projects as needed to advance, maintain, or develop systems for operational aspects of the office and organization.
Maintain inventory and purchase of office supplies.
Maintain breakroom, common areas, and staff amenities.
Organize and maintain office operations and procedures, including coordinating US Mail, FedEx, UPS, DHL, and Couriers; maintain copiers, printers, and other office equipment.
Manage filing, storage, or removal of incoming IT equipment, project samples, deliveries, and mail.
Provide support for office changes and upgrades, including interfacing with landlord/building management to ensure projects are completed and resources are consistently maintained.
Manage facilities issues, ensuring appropriate personnel are hired for repairs and maintenance, and interface with building management team as needed.
Facilitate and greet visitors to the office.
Plan social activities for the local team to build culture and relationships; support team in engaging with professional organizations.
Support business development and marketing teams for local conferences and events.
Manage shared calendars for the office and co-managing partner(s).
Filter communication through email, phone, and office visits for the co-managing partner(s).
Support accounting procedures for co-managing partners to track, code, and submit expenses and receipts.
Manage and maintain phone systems, including filtering calls to co-managing partners.
Manage and maintain upkeep on new projects and archive management in collaboration with our other offices.
Maintain and manage design licensing records.
Support the Marketing department with administrative tasks as needed.
Provide resources to project teams to contribute to firm productivity.
Work with Office Managers in Philadelphia to extend support to remote offices and team members, including lunches, supplies, and shared resources.
Assist Project Managers with administrative tasks for projects.