Aston Carter hiring Office Manager (Architecture Industry) in Portland, OR | LinkedIn (2024)

Job Description:Manages the day-to-day and long-term office operations of the firm while working at all levels within the organization. The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

Duties within a given day:

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Perform receptionist duties: greet visitors, and answer and direct phone calls
• Assist with office layout planning and office moves
• Assist with managing and maintaining outside IT consultant
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Compiles and reconciles office expense reports
• Assist with accounts receivable and accounts payable invoices and prints checks.
• Assist with payroll including data entry
• Assist with ensuring office administrative financial objectives are met by preparing annual budget for areas of responsibility, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
• Ensures business licenses are up-to-date and accurate
• Assist with monthly and bi-annual operations meetings
• Assist with office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Assist with process and manage employee information such as employment applications, forms W-4 and I-9, re/enroll eligible employees in dental and health insurance programs.
• Maintains a safe and secure working environment
• Attends and participates in weekly staff meetings
• Active participant in office culture
• Showcases desire to take on new tasks and learn
• Performs duties associated with benefits such as re-enrollment materials, works closely with outside insurance brokers
• Assists with company’s Safety Program, as needed
• Assist with and plans various staff events to support office culture and brand throughout the year
• Assist with company outreach and charity support

Skills & Qualifications:

• Bachelor’s degree
• Must have team management experience
• 5+ years of experience in office management and/or operations
• Experience in the architecture field, highly preferred
• Ability to travel, as needed
• Astounding sense of humor

Additional skills:

• Superior organization skills and dedication to completing projects in a timely manner
• Excellent customer service skills and ability to work well with others inside and outside the organization
• Excellent attention to detail
• Ability to give direction, ask questions, and engage staff in assigned tasks
• Able to communicate well verbally and in writing
• Competency in Office365 and Adobe Suites required
• Competency in social media management software systems
• Willingness to learn in a fast-paced environment
• Ability to work well within a team
• Maintain confidentiality in relation to both employees and client interactions
• Ability to formulate and follow a growth strategy with goals, milestones and metrics for tracking

For more information contact Morgan at (503) 403-4313 or mbullock @astoncarter.com About Aston Carter:Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & InclusionAt Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.