The Office Manager supervises the administrative team and office operations/facilities, manages project contracts, and supports project teams and firmwide events and initiatives. The ideal candidate is proactive, organized, and able to manage priorities, improve processes, work independently, and lead a team. This role is central to keeping the firm running smoothly by helping strengthen operational processes, coordinating firmwide initiatives and events, and providing reliable administrative and contractual support.

The Office Manager reports to the COO.  

Qualifications:

• Bachelor’s degree or equivalent combination of education and experience required. Five years of experience in the architecture, engineering, and construction (A/E/C) industry preferred; two years of supervisory experience preferred. 
• Demonstrated experience leading teams and overseeing facilities, contracts, and office operations. Ability to anticipate needs, proactively resolve issues, and manage projects effectively, including coordinating and directing the work of others. 
• Proven ability to build strong working relationships across an organization and communicate complex issues clearly and effectively to leadership, staff, clients, and external partners.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong problem-solving skills and sound professional judgment, including the ability to develop practical solutions to complex challenges and handle sensitive matters with discretion. 

Essential Duties and Responsibilities:

Team Leadership and Administration 

• Lead the administrative team, including hiring, training, performance management, career development, and coverage for project teams. 
• Serve as liaison between firm leaders and the administrative team. 
• Lead administrative and project coordinator meetings, team lunches, development efforts, and team events.  

Contracts and Project Support 

• Oversee AIA contract preparation, workflow, tracking, and compliance; coordinate review and execution with the Director of Risk and Partners. 
• Provide senior-level project and executive support, including calendars, meetings, travel, expenses, contracts, proposals, and communications.  
• Ensure administrative support across design and construction, including records, archives, logs, agendas, and minutes.  
• Maintain Deltek project data for startup, contracts, staffing, fees, and closeout.

Client and Event Coordination 

• Coordinate client meetings and communications, including pre-arrival, follow-up, and appreciation efforts. 
• Oversee meetings and events, including scheduling, materials, presenters, catering, setup, on-site support, and troubleshooting. 
• Coordinate special initiatives, including client gifts, leadership events, firm-sponsored programs, and gatherings.  

Office Operations and Compliance 

• Use sound judgment and knowledge of firm structure, policies, and personnel to make administrative decisions. 
• Manage annual administrative and facilities budgets with the COO. 
• Maintain supplies, snacks, and vendor services for an office of more than 120 employees. 
• Coordinate maintenance and vendor work, communicate disruptions, and resolve facility issues with the COO. 
• Support continuing education, professional licensing, and business license compliance.  

How to Apply: Please submit your online application and upload your resume to complete your application. Applications without a resume will be considered incomplete.

Here at OZ, we have cultivated a culture of fearless creators that are constantly seeking ways to push the boundaries of exceptional design. Community stewardship is a cornerstone of our company values, and we are committed to several community service programs through OZ Gives. We offer a variety of health and wellness resources and activities, as well as regular employee events, to build rapport and socialize with each other outside of our important project work.

Our collaborative approach is enhanced by our in-office presence and provides hands-on mentorship and team building. One of the perks of working in the office is seeing all the friendly pups who accompany their humans - we are a dog-friendly environment. Our competitive benefits package includes medical, dental, wellness, and vision plans to allow our employees to choose what's best for them and their families. In addition, OZ offers LTD, Life Insurance, 401K, and PTO. Salary: $62,000-$85,000, depending on knowledge, skills, and experience.