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Office Manager

3 months ago

Palatine, United States Warren Johnson Architects Full time

ARCHITECTS OFFICE----The Office Manager will primarily focus on invoicing and billing tasks, with additional responsibilities encompassing general office management duties. This role is crucial to ensuring the smooth operation of our firm and supporting the financial processes essential to our projects.

**Responsibilities**:

- **Invoicing and Billing**:

- Manage all aspects of invoicing and billing processes, ensuring accuracy and timeliness.
- Generate client invoices based on project milestones and agreements.
- Track client payments and follow up on outstanding invoices as needed.
- Coordinate with project managers and clients to resolve billing discrepancies.
- Maintain organized records of billing transactions and financial documentation.
- **Office Administration**:

- Oversee general office operations and maintain a tidy and welcoming office environment.
- Manage office supplies inventory and place orders as necessary.
- Schedule and coordinate meetings and appointments for staff members.
- Assist with basic administrative tasks such as filing, scanning, and data entry.
- **Client Relations**:

- Serve as a point of contact for client inquiries regarding billing and administrative matters.
- Maintain positive and professional relationships with clients through effective communication and responsiveness.
- **Financial Reporting**:

- Assist in preparing financial reports and summaries as requested by management.
- Compile data for budgeting and forecasting purposes, providing insights into financial trends.
- **Assistance to Management**:

- Support senior management with ad hoc tasks and projects as required.
- Collaborate with team members to streamline office processes and improve efficiency.

**Qualifications**:

- Previous experience in office management, administration, or related field preferred.
- Proficiency in invoicing, billing software, and basic accounting principles.
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
- Strong attention to detail and accuracy in handling financial data.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Ability to work independently with mínimal supervision.
- Flexibility to adapt to changing priorities and work schedules.
- Interest in architecture or design industry is a plus.

Pay: $23.00 - $25.00 per hour

Expected hours: 30 - 35 per week

**Benefits**:

- Flexible schedule
- Paid time off

Schedule:

- Day shift
- Monday to Friday
- No nights
- No weekends

**Experience**:

- Office management: 2 years (required)

Ability to Relocate:

- Palatine, IL 60067: Relocate before starting work (required)

Work Location: In person