animated loader logo of butler armsden

Office Manager

Join Our Growing Team at Butler Armsden Architects

The Office Manager oversees the daily administrative and operational functions of the firm, ensuring the office runs efficiently and professionally. This position is responsible for supervising administrative staff, refining office procedures, managing vendor relationships, coordinating facility needs, and fostering a positive, collaborative workplace culture in alignment with the firm’s values.

Qualifications:

  • Bachelor's degree
  • 5+ years of office management experience, preferably in a professional services or design-focused environment.
  • Excellent verbal and written communication skills
  • Strong commitment to operational excellence and professionalism
  • Ability to connect and gain trust of staff and commitment to considerate treatment of all.
  • Naturally self-directed, flexible, motivated, resourceful at problem solving and excited to be part of a dynamic creative environment
  • Excellent time management skills and ability to prioritize and multitask a fast paced environment
  • Excellent attention to detail, organization, responsiveness, sense of urgency, and thinking ahead to anticipate needs of office/staff/clients.
  • Must maintain strict confidence and discretion around highly sensitive and confidential information
  • Passionate about architecture and design
  • Familiarity with coordinating IT support and managing shared office systems.
  • Working knowledge of facilities coordination and vendor management.
  • Proficiency in Microsoft Office Suite and general office technology.
  • Proficiency in Adobe Suite (particularly InDesign)

Key Responsibilities

Office & Operations Management

  • Oversee day-to-day office operations including supplies management, mail and courier services, document handling, filing systems, front desk support, and general upkeep.
  • Develop, implement, and refine office procedures to improve workflow and support firm-wide productivity.
  • Ensure a clean, safe, and welcoming office environment; coordinate maintenance and security needs.
  • Manage vendor relationships, including office service providers, supply vendors, and the building landlord.
  • Collaborate with IT support staff to maintain office equipment and technology infrastructure; provide basic desktop support to staff and coordinate escalation to IT professionals as needed.
  • Organize and support archival of project documents and digital records.

Administrative Team Leadership

  • Supervise all administrative staff, including scheduling, workflow oversight, and day-to-day guidance.
  • Provide mentorship and foster a collaborative, service-oriented culture among administrative team members.
  • Step in to assist with administrative coverage as needed, including answering phones, greeting clients, and handling front desk responsibilities.
  • Coordinate internal communications and ensure consistent administrative support to design teams and leadership.

Facility & Equipment Oversight

  • Monitor and manage office lease, space planning, and maintenance issues.
  • Ensure all equipment (copiers, printers, telephones, etc.) is functional and regularly maintained.
  • Maintain inventory of office supplies and coordinate procurement in alignment with budget guidelines.

Finance & Reporting Support

  • Assist in invoice preparation
  • Review staff time entries for accuracy and completeness at payroll/invoicing intervals and assist Principals with their time entry
  • Manage expense reports for staff and leadership to ensure accuracy and completeness
  • Light bookkeeping
  • Track operational expenses and assist in maintaining the office budgets for meals, parties, office events, etc.

Culture

  • Advance and enrich positive company culture and values
  • Support DEI initiatives
  • Plan and execute all office events (monthly birthdays, happy hours, annual party, Otto Awards, etc.)

 

In addition to the primary Office Management role, there may be opportunities to assist in Marketing and Interior Design Administrative  Support, as needed.

Responsible for supporting Architects on Interior Design Projects

Interior Design

  • Knowledge of Studio Designer to assist with:

    • Requesting quotes

    • Preparing Proposals

    • Preparing Purchase Orders

  • Assist Project Interior Designer with:

    • Expediting and Shipping coordination

    • Receiving / Inspection

    • Coordinate installations

Material Library & Vendor Presentations

  • Coordination of incoming and outgoing samples, including trips to various showrooms if necessary

  • Materials library organization, maintenance and update

  • Setting up vendor presentations

  • Provide assistance in updating and maintaining reference library and fulfilling staff requests for information resources (such as books, magazines, catalogs, and product samples). 

  • Scheduling and coordinating educational and product presentations from vendors.

 

Responsible for supporting remote Marketing Director on marketing initiatives 

Marketing

  • Preparation of Client Proposal documents

  • Help preparing graphic material for media advertising, promotional material, etc.

  • Social Media assistance

  • Responsible for photo documentation of office events to post on social media

  • Help creating and maintaining various email, gift and mailing lists (often by industry sector)

  • Preparing and facilitating annual gift orders, end of project gifts etc.

  • Help culling photos on the server and/or generally being a liaison for tasks that are better completed in-office, for Marketing Director who works remotely.

  • Help gathering and organizing information from staff about new staff bios, project details for website project descriptions, media pitching, awards submissions, etc.

  • Tracking jobsite sign distribution and ordering new signs, as needed

  • Responsible for maintaining and ordering stationary, envelopes, business cards, etc.

  • Assist in ordering new BAA branded materials (i.e. t-shirts, bags, cups, etc.)

  • Provide support during project photoshoot

  • Responsible for ordering large format photos of completed projects to hang in office

  • Website updates

 

Come be part of a team that's redefining residential architecture. We'd love to hear from you! Please send your cover letter and resume to careers@butlerarmsden.com

Back to About Us