Part-Time Office Administrator / Operations Coordinator

Architecture Firm | In-Person | Pittsburgh, PA | 8-12 hours/week We're a small, design-driven architecture firm looking for a highly organized, proactive Office Administrator / Operations Coordinator to support the day-to-day operations of the practice. This is an in-person role and a great fit for someone who enjoys being physically present in an office environment, managing systems, handling documents, and keeping the business side of a creative practice running smoothly. You'll work closely with oversight from the principal and play a key role in operations, finances, and business support. This is not a design role and does not require an architecture background, although we would be happy to interview candidates with skills in graphic design, a connection with the world of architecture and construction, or with a background in marketing and communication. We have established administrative systems in place and are looking for someone who can follow them reliably and help improve them over time. What You'll Do Operations & Office Administration Maintain internal systems, records, and documentation Manage compliance tasks (insurance, licenses, memberships, renewals) Coordinate onboarding, retirement plan, and benefits-related administration Handle software renewals, office supplies, and vendor coordination Finance & Accounting Support (Non-CPA) Run bi-weekly payroll using payroll software Generate invoices based on billable time and send to clients Monitor unpaid invoices and follow up with clients Track expenses, post to QuickBooks, and reconcile monthly statements Organize receipts and prepare information for the CPA Pay invoices and subscriptions Business Planning & Internal Projects Maintain and update the firm's Quarterly Business Plan Launch business development, finance, and marketing projects with direction and support from the principal Work on RFPs with direction and support from the principal Track initiatives, key metrics, profitability, and budget monthly, quarterly, and yearly Sales, CRM & Marketing Support Source and add new leads to HubSpot CRM Initiate outreach and follow-ups to leads Maintain accurate and up to date lead statuses, notes, and system Schedule social media posts using provided content Help maintain consistency across marketing materials, editing as needed Support basic outreach and vendor coordination Track monthly performance across socials, CRM, and website monthly, quarterly, and yearly Project & Records Support Prepare and send project agreements from templates Track signatures and file documentation Organize and archive project files Order samples and manage the materials library What We're Looking For Strong organizational and follow-through skills Experience in office administration, operations, or business support Comfort with financial tracking and digital tools Ability to work in close collaboration with principal Clear, professional communication skills Nice to Have Experience with QuickBooks, HubSpot, payroll software Familiarity with Affinity or Constant Contact Experience supporting a small business or professional services firm

Role Details Part-time:

approx. 8-12 hours per week

Location:

In-person, Pittsburgh office

Schedule:

flexible within business hours, with a weekly cadence Why This Role Matters This is a trusted, hands-on support role with real responsibility and visibility into how a small architecture firm operates and grows. The right person will bring clarity, consistency, and follow-through to the business.

Pay:

$25.00 - $30.00 per hour

Benefits:

Flexible schedule

Work Location:

In person