Architectural Office Manager

4 weeks ago

Burlington, United States Trapani Architects Full time

Job Summary

Trapani Associates (TAA) is seeking Project Administrator that will work with the Divisional Project Management and Design Teams to ensure that all projects adhere to corporate standards and that proper documentation and processes are followed for all projects. The Design Project Administrator will also work closely with the Finance Department to set up vendor and project/client accounts to initiate vendor payments, monitor professional registrations, as well as collections for project payments.

Essential Functions & Key Responsibilities

  • Complete all documents and procedures necessary to administer new projects, contract to close. Use Timberline/Sage system to establish project set up including billing schedule, generator of customer billings, job cost entry, and cost to complete.
  • Monitor projected client payments and project consultant invoicing.
  • Monitor change orders and payment by project management teams.
  • Reconcile month-end billing and provide financial reports as requested.
  • Assist in obtaining weekly payroll information by project as needed.
  • Perform basic accounting and job costing tasks as needed.
  • Enter vendor invoicing in Concur to support the cost on all jobs.
  • Month-end processing, including coordination and processing of time as it relates to projects and costs.
  • Obtain and maintain insurance certificates.
  • Manage proposal signatures between TAA and consultants using DocuSign.
  • Coordinate and plan company lunches and lunch-and-learns, general office management (supplies, expense reports, etc.), etc.

Qualifications, Skills & Abilities

  • Minimum of 3 to 5 years of experience performing project administration for a design company or similar.
  • Thorough knowledge of billing and invoicing using purchase orders and subcontracts.
  • Experience with computerized systems used in project administration: Timberline/Sage, Concur, Ceridian/Dayforce use is preferred.
  • Experience with computerized design programs: Microsoti Programs (Word, Excel, Teams, etc.), etc. and AutoDesk Construction Cloud (ACC) experience is a plus.

Physical Demands/Work Environment

While performing the duties of this job, the individual is frequently required to move about inside the office to access filing cabinets, office equipment, etc. Constantly operates a computer and other standard office equipment such as copy machines, phones, photocopier, fax machines, and computer printers. The staff member in this position frequently communicates internally and externally; must be able to exchange accurate information via phone, email, and/or in person. Specific vision abilities apply including close vision, distance vision, and ability to adjust focus. This position operates in a clerical office setting. The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.

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