Office Manager

Office Manager- Job description STOA design + construction, LLC is an architecture and construction company located in Charlottesville, Virginia. Led by architects, our collaborative company designs and builds residential, institutional and commercial projects with an emphasis on high design and attention to detail and craftsmanship. STOA partners with affiliate Savage Clark Architects, PLLC for design and the Office Manager supports both companies, but especially STOA. Because it is a small company, the Administrative Assistant wears multiple hats and can positively impact major aspects of the business. You would be joining us during an exciting chapter of growth for both companies, and would help chart a path to success. If you thrive in this type of role and enjoy keeping the business environment organized and humming, please consider introducing yourself to us with an application and resume. As our company grows, this part-time Administrative Assistant position has the potential to expand into a full-time Administrative Manager role. Join us as an Office Manager to support and guide our company with enthusiasm and precision. Bring your organizational expertise to create a supportive environment and to establish and oversee the smooth functioning of our office procedures and day-to-day operation. We are interested in an energetic professional with intelligence and integrity, who is excited to help us grow. We value proactive professionals who thrive in a lively office setting—your expertise will make a meaningful difference every day.

Tasks:

Manage front desk responsibilities, greeting visitors and directing inquiries with professionalism and warmth Interact professionally and efficiently with clients, subcontractors and vendors Provide support to the office and team members Coordinate calendar management and schedule appointments for staff and executives Manage office General and Administrative budget, ensure accurate and timely reporting Track and prepare for annual workers' compensation audits and renewing business and professional licenses On a bi-weekly basis, enter employee time into QuickBooks (QB) or verify timekeeping is entered properly Enter vendor bills into QB as needed Issue and pay invoices in a timely manner Organize office operations and procedures Organize the office layout, handle office supply inventory, order necessary materials, and ensure the workspace remains organized and functional Organize and provide support for Google Drive based files Maintain accurate data entry records, manage filing systems, and ensure document proofreading for quality control Monitor and evaluate office software accounts Maintain the office condition and arrange necessary repairs Create and post recruitment listings Assist in the onboarding process for new hires Help reply to client inquiries promptly and professionally

Advanced Role :

If you excel at the former tasks, additional responsibilities and hours will include: Help to create pertinent and compelling RFQs and RFPs Enhance our websites with additional graphics, literature and SEO and improvements Marketing Project support Project budget tracking

Skills:

Proficiency or strong experience with all aspects of QuickBooks Desktop on a PC is necessary, and experience with QuickBook for Contractors is a plus Proficiency with the Google Workspace (GWS) suite of Cloud business applications is crucial- this includes the administration of multiple GWS accounts and shared drives; electronic file access and management; creating and sharing spreadsheets and documents; and using Email, Calendar and Contacts. Excellent computer literacy with the ability to adapt to new software tools quickly Versatility in wearing multiple work hats at the same time while prioritizing tasks and managing time well. Excellent written communication skills Professional verbal communication skills and phone etiquette Exacting attention to detail and accuracy Strong organizational, problem solving and planning skills Solid experience with the full cycle of office administration work throughout the year and a good understanding of office responsibilities, systems, and procedures, rules and regulations Strong attention to detail and problem solving skills A creative mind with an ability to suggest improvements

Qualifications :

Bachelor's degree required At least two years of previous proven experience as an Office Manager or Administrative Assistant in a small company

Job Type :

Part-time with the potential to expand to full time with demonstrated ability

Schedule :

20-30 hours Monday to Friday - demonstrated skill will qualify a candidate for more responsibility and a fuller position

Pay:

$25.00 - $45.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person