Architectural Office Manager

1 month 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. 

  • Architectural Office Manager

    3 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...

  • Relationship Manager

    1 day ago

    Burlington, United States The Alliance Corporate Office Full time

    Job DescriptionJob DescriptionWe are looking for an outgoing relationship manager to foster strong relationships with our agents. The relationship manager's responsibilities also include seeking out new business opportunities, providing agents with knowledgable advice, guiding their choices and promptly resolving complaints.To be successful as a...

  • Relationship Manager

    1 week ago

    Burlington, United States The Alliance Corporate Office Full time

    Job DescriptionJob DescriptionWe are looking for an outgoing relationship manager to foster strong relationships with our agents. The relationship manager's responsibilities also include seeking out new business opportunities, providing agents with knowledgable advice, guiding their choices and promptly resolving complaints.To be successful as a...

  • Office Manager

    1 week ago

    Burlington, United States JOE HUDSON'S COLLISION CENTER Full time

    Job DescriptionJob DescriptionOffice Manager Provides exceptional customer service to all Joe Hudson’s Collision Center (JHCC) customers, on the phone, in person, and throughout the entire repair process. Supports the location with administrative duties.Essential Job Functions:Greet all customers in a timely, friendly, and professional manner.Answer all...

  • Automotive Office Manager

    2 weeks ago

    Burlington, United States Infinitiofwestborough Full time

    Herb Chambers Audi/Porsche Burlington seeks a highly qualified experienced candidate for an Office Manager position. This is an incredible opportunity for the right candidate. Responsibilities: General overseeing of the day-to-day functions within the dealership accounting office and managing of the accounting office staff Maintain internal controls to...

  • Automotive Office Manager

    1 week ago

    Burlington, United States Audi Burlington Full time

    Herb Chambers Audi/Porsche Burlington seeks a highly qualified experienced candidate for an Office Manager position. This is an incredible opportunity for the right candidate. Responsibilities: General overseeing of the day-to-day functions within the dealership accounting office and managing of the accounting office staff New hire onboarding Maintain...

  • Automotive Office Manager

    2 weeks ago

    Burlington, United States Audi Burlington Full time

    Herb Chambers Audi/Porsche Burlington seeks a highly qualified experienced candidate for an Office Manager position. This is an incredible opportunity for the right candidate. Responsibilities: General overseeing of the day-to-day functions within the dealership accounting office and managing of the accounting office staff New hire onboarding Maintain...

  • Software Engineer Manager

    7 days ago

    Burlington, United States Galen Healthcare Solutions Full time

    Galen Healthcare Solutions, now part of RLDatix, is a healthcare IT software and services organization that produces award-winning information archival and release-of-information solutions for the largest healthcare organizations in the United States. Our software is used daily by tens of thousands of physicians across the country. As a company, we are...

  • Hotel Front Office Manager

    1 month ago

    Burlington, United States Residence Inn- Burlington, MA Full time

    Job DescriptionJob Description**Sign on Bonus!!**Front Office Manager directly supervises all front office personnel and ensures proper completion of all front office duties. Directs and coordinates the activities of the front desk, reservations, guest services, and telephone areas. Prepare monthly reports and budget for front office department.FRONT OFFICE...

  • Construction Project Manager

    5 days ago

    Burlington, United States Burlington Stores Full time

    Bring your experience to our growing Fortune 500 retail company and certified Great Place to Work! Burlington Stores is a nationally recognized retailer of high quality, branded merchandise at everyday low prices, with over 1000 stores in 45 states and Puerto Rico and we are in search of a Project Manager-Construction & Facilities to be a part of our growth....

  • Associate Product Line Manager

    4 weeks ago

    Burlington, United States Camuto Group Full time

    Brand**:Camuto Group** Req #**:144391** Location Name**:Keds Mass Office** Department**:Design** **General Summary** Responsible for executing day-to-day product management tasks, communications and supporting team to achieve on time tracking for key product milestones. Assists the Director or Product and overall product team to help grow the business in...

  • Project Manager

    6 days ago

    Burlington, United States Diamond Peak Recruiting Full time

    Job DescriptionJob Description Our client is a leading construction firm specializing in delivering innovative solutions to the life sciences and healthcare industries. Our projects range from cutting-edge research facilities to state-of-the-art hospitals. We pride ourselves on our commitment to quality, safety, and client satisfaction.Job Description: We...

  • Office Coordinator

    7 days ago

    Burlington, United States Upstream Rehabilitation Inc. Full time

    Benchmark Physical Therapy, a brand partner of Upstream Rehabilitation, is looking for an Office Coordinator to join our team in Burlington KY Are you looking for a position in a growing organization where you can make a significant impact on the lives of others? What is an Office Coordinator? * An Office Coordinator is an entry-level office role that is...

  • Strategic Accounts Manager

    5 days ago

    Burlington, United States Ascend Learning Full time

    We Impact Lives Through Purpose-Driven Work in A People First Culture Ascend Learning is the connection between a powerful portfolio of brands serving students, educators, and employers with outcomes-based, data driven solutions across the lifecycle of learning. Our values-driven culture unifies our teams and inspires a mindset of action, innovation, and...

  • Corporate Account Manager

    1 week ago

    Burlington, United States Ascend Learning Full time

    We Impact Lives Through Purpose-Driven Work in A People First Culture Ascend Learning is the connection between a powerful portfolio of brands serving students, educators, and employers with outcomes-based, data driven solutions across the lifecycle of learning. Our values-driven culture unifies our teams and inspires a mindset of action, innovation, and...

  • Part-time Retail Sales Associate

    7 days ago

    Burlington, United States Office Depot General Full time

    Overview At Office Depot Inc., the Retail Sales Advisor is a part-time role providing exceptional customer service by performing duties as cashier, provides logistics support, stocking, restocking, down stocking, inventory control, cleaning the store, and protecting company assets.  The Retail Sales Advisor will quickly build and maintain customer...

  • Court Security Officer

    1 month ago

    Burlington, United States Vermont Judiciary Full time

    The Court Security Officer is primarily responsible for the security of a courtroom or courthouse. It is the officer's responsibility to assist in the orderly operation of the premises and to ensure the safety of the staff and users of the court. The officer provides general assistance to the judicial officer by ensuring that business in the courtroom flows...

  • Engineering Office Administrator

    5 hours ago

    Burlington, United States MGA Research Corporation Full time

    **Engineering Office Administrator (On-site Burlington, WI)**: MGA Research Corporation is a renowned independent provider of testing services and equipment for the automotive, aerospace, and energy storage industries. With nine strategic locations across the US and Canada, MGA has established a strong reputation for delivering superior testing capabilities...

  • Solution Architect

    5 days ago

    Burlington, United States Ascend Learning Full time

    We Impact Lives Through Purpose-Driven Work in A People First Culture Ascend Learning is the connection between a powerful portfolio of brands serving students, educators, and employers with outcomes-based, data driven solutions across the lifecycle of learning. Our values-driven culture unifies our teams and inspires a mindset of action, innovation, and...

  • Office Operations

    4 weeks ago

    Burlington, United States Boston Hire Full time

    Real Estate Development firm is seeking an Office & Events Administrator for a large, luxury commercial community. Ideal candidate has strong administrative, client service and event planning skills as well as a desire to grow their career in commercial property management.Responsibilities: Assist Property Management staff to ensure that members of the...