Part-Time Office & Operations Manager

INVIVID ARCHITECTURE

is seeking a highly organized, proactive, and dependable Part-Time Office & Operations Manager to help keep our growing architecture practice running smoothly. We are looking for someone who enjoys creating order, staying ahead of details, improving systems, and supporting a creative, fast-paced professional team. This is an important role in our small office. The right person will take ownership of many of the administrative and operational responsibilities of the practice, allowing our architects and designers to spend more of their time focused on projects and clients. We are looking for someone who doesn't simply wait for a list of tasks, but notices what needs attention, follows through, and helps develop better ways of doing things. About the Role The Office & Operations Manager will help manage the day-to-day business, administrative, and organizational needs of the firm.

Responsibilities may include:

Preparing, formatting, and sending proposals, contracts, consultant agreements, and other client documents Preparing invoices, maintaining billing records, tracking accounts receivable, and following up on outstanding payments Coordinating with our payroll provider, accountant, insurance providers, and other outside business services Maintaining employee records and assisting with payroll, PTO, benefits, onboarding, and other HR administration Organizing and maintaining digital and physical office files Setting up new projects and maintaining project, client, and consultant information Managing calendars, meetings, and general office scheduling Assisting with project and client administrative coordination Tracking contracts, certificates of insurance, consultant information, and other administrative project requirements Assisting with proposals, qualifications packages, RFP/RFQ submissions, and other business development materials Maintaining firm resumes, project information, standard forms, and marketing materials Answering and managing incoming calls, emails, and general inquiries Maintaining office supplies and coordinating day-to-day office needs Coordinating with vendors, consultants, IT providers, and other service providers Creating and maintaining office procedures, templates, systems, and checklists Tracking administrative deadlines and follow-up items Identifying opportunities to improve office systems and processes Providing administrative and organizational support to the principal and project team Because we are a small practice, the role will be varied. The right person will have the opportunity to take increasing ownership of office operations and become a key part of how the firm grows and operates. The Person We Are Looking For We are looking for someone who is: Exceptionally organized and detail-oriented Proactive and able to anticipate what needs to be done Comfortable taking ownership of responsibilities and following them through to completion Able to prioritize and manage multiple tasks without constant direction Friendly, professional, and comfortable communicating with clients, consultants, vendors, and staff A clear and professional written communicator Comfortable with numbers, invoices, spreadsheets, and basic financial administration Confident using technology and learning new software Good at developing systems and finding more efficient ways of working Dependable and consistent Discreet and comfortable handling confidential business and employee information Comfortable working independently while also being part of a collaborative team Most importantly, we value someone who sees something that needs attention and takes the initiative to address it. Qualifications Previous experience in office management, business administration, executive assistance, bookkeeping support, operations, or a similar role is preferred. Experience working in an architecture, engineering, construction, real estate, or other project-based professional services business would be especially helpful, but is not required. Strong computer skills are important. Experience with Microsoft Outlook, Word, Excel, Teams, and other office software is preferred. Experience with QuickBooks, invoicing or bookkeeping systems, project management software, CRM systems, or payroll administration is a plus. Excellent organizational, communication, and follow-through skills are essential.

Position Details Position:

Part-Time Office & Operations Manager Schedule:

Approximately 16-24 hours per week to start, with the potential for additional hours as the role develops

Location:

In-person at our Portland, Maine office

Compensation:

$28-$35 per hour, depending on experience and qualifications About

INVIVID ARCHITECTURE INVIVID ARCHITECTURE

is a Portland-based architecture practice working on a diverse range of residential, commercial, community, and public projects throughout Maine. We are a small, collaborative team that cares about thoughtful design, strong client relationships, and doing good work. As the firm continues to grow, we are looking for someone who wants to become an important part of our team and help us build a stronger, more organized, and more efficient practice. How to Apply Please submit a resume along with a short note telling us why you are interested in the position and what experience or strengths you believe would make you a good fit for our office to virginie@invividarchitecture.com. We look forward to hearing from you.

Pay:

$28.00 - $35.00 per hour Expected hours: 16.0 - 24.0 per week

Benefits:

Flexible schedule Retirement plan

Work Location:

In person