Find & Apply For Office Manager Jobs in Owensboro, Kentucky

Assistant Office Manager Owensboro, Kentucky Join a Firm That's Growing While Staying True to Its Values RBS Design Group, Inc. is an award-winning architectural firm headquartered in Owensboro, Kentucky. Since our founding in 1978, we have designed educational, civic, religious, athletic, and commercial facilities across Kentucky and the region, building our reputation on excellent service, great value, and creative design — and on the close-knit, family-first culture that has defined our firm for nearly fifty years. Today, RBS is also part of a growing family of companies alongside RJA Engineering and several affiliated entities engaged in engineering, surveying, and development across the region. As our practice has grown, so has the financial and administrative work behind it. We are seeking an Assistant Office Manager to help carry that work. This position is full-time, in-office, based in our Owensboro office, and reports directly to the Office Manager. This is a hands-on, detail-first role at the center of the firm's day-to-day operations. The Assistant Office Manager helps make certain that employee time is recorded and allocated correctly, payroll data is accurate, project expenses land where they belong, contract documents go out clean, and the office's records are always current. The right candidate pairs solid bookkeeping instincts with organization, follow-through, and the discretion to be trusted with payroll and other sensitive information. Primary Responsibilities Assist the Office Manager with the firm's day-to-day financial operations — payroll, accounting, bookkeeping, and related recordkeeping — keeping every entry accurate, current, and well documented. Support payroll processing, including collecting and verifying employee time, preparing payroll data, and maintaining the related records with strict confidentiality. Maintain the firm's time-accounting records, making sure staff hours are entered promptly and allocated to the correct projects and phases. Track project time and project expenses — including reimbursable costs — so project records are complete and ready to support billing and project reporting. Assist with preparing and administering project contracts, including generating AIA contract documents and maintaining organized records of executed agreements. Prepare and submit project information, applications, and documentation to client, agency, and other online dashboards and portals, meeting each portal's requirements and deadlines. Prepare project notes and meeting minutes, distribute them to project teams, and keep them filed where the firm can find them. Maintain the firm's asset-allocation tracking, keeping current records of firm assets and how they are assigned across the office and its projects. Assist with compiling the project and financial summaries ownership and the Office Manager rely on to gauge firm performance. Provide general administrative support — correspondence, filing, supplies, phones, and the everyday tasks that keep an architectural office running smoothly. Required Qualifications Three or more years of experience in bookkeeping, payroll, accounting support, or office administration. An associate's or bachelor's degree in accounting, business, or a related field is welcome but not required — demonstrated ability and reliability matter most. Proficiency with QuickBooks or comparable accounting software, and with the Microsoft Office suite — particularly Excel, Word, and PowerPoint. The firm relies on PowerPoint for RFP responses and for the presentations owners request for special meetings. Proficiency with the full editing features of Adobe Acrobat including combining, reorganizing, and editing PDFs. This is essential to assembling project front-end documents and compiling specification books for the printer. Strong attention to detail and accuracy, especially with numbers, time records, and deadlines. The organization to manage many assignments at once — payroll on one deadline, a portal submission on another — without letting details slip. Unquestioned integrity and discretion. This role touches payroll and other sensitive information, and candidates should expect thorough reference checks. Strong written and verbal communication skills, including a professional presence on the phone, in email, and in meeting minutes. Ability to pass a pre-employment drug screening and background check. Preferred Qualifications The ideal candidate will bring several of the following; however, applicants are not expected to meet every preferred qualification: Experience in an architecture, engineering, construction, or other professional-services office where project-based work and billing are the norm. Direct experience with BQE Core, BillQuick, or comparable project time-and-billing platforms. Familiarity with AIA contract documents and the paperwork that accompanies design and construction projects. Experience working in online client, agency, or procurement portals and dashboards. Experience supporting a busy office manager, controller, or firm principal in a deadline-driven office. Compensation RBS Design Group offers a competitive compensation package commensurate with the candidate's qualifications, experience, and demonstrated capabilities. This is a full-time, hourly (non-exempt) position based in our Owensboro office. Why Join RBS? At RBS, you will find more than a job. You will join a collaborative team that values integrity, professionalism, innovation, accountability, and work-life balance. This is a seat for someone who likes variety and being counted on. In a single week you may touch payroll, project expenses, an AIA contract, a portal submission, and the minutes of a project meeting — and in doing so, learn how an award-winning architectural practice runs from end to end. You will work alongside an Office Manager invested in your success, with the stability of a firm approaching its fiftieth year and the momentum of a growing family of companies behind it. Benefits Competitive hourly compensation based on the candidate's qualifications, experience, and demonstrated capabilities.

SIMPLE IRA

retirement plan with a 3% company match. Health insurance. Company-paid life insurance, with an additional voluntary employee-paid policy available. Paid time off. Dental, vision, and short-term disability coverage available through pre-tax employee payroll deductions. Continuing-education and tuition-reimbursement assistance.

Pay:

$19.00 - $24.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person