Office Assistant & Business Operations Coordinator

• Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
• Assist with proposals, qualifications packages, and project-related documentation.
• Monitor contract execution and obtain required signatures.
• Maintain project records, document logs, and digital filing systems.
• Support project managers with administrative and document control tasks.
• Coordinate project closeout documentation and records retention.

• Track and maintain company licenses, registrations, certifications, and renewal deadlines.
• Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation.
• Maintain consultant, vendor, and client databases.
• Assist with insurance, licensing, and regulatory filings.
• Support employee onboarding and administrative processes.
• Maintain office procedures, forms, and operational documentation.

• Answer and direct incoming calls, emails, and visitors.
• Schedule meetings, appointments, and conference room reservations.
• Draft correspondence, reports, and meeting notes.
• Order and maintain office, kitchen, and operational supplies.
• Coordinate office vendors, maintenance services, deliveries, and housekeeping.
• Maintain organized physical and electronic filing systems.
• Assist with company events, meetings, and special projects.

• Assist with invoicing, data entry, expense tracking, and records management.
• Support proposal submissions and business development activities.
• Provide administrative support to leadership and project teams.

• Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
• 3+ years of experience in administrative support, office management, project coordination, or business operations.
• Experience in an architecture firm, AEC industry, or professional services environment preferred.
• Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint.
• Strong organizational, communication, and time-management skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
• Experience with Deltek Ajera or similar project management/accounting software is a plus.

• Must have reliable transportation and a valid driver's license with an acceptable driving record.
• Ability to travel locally as needed for business-related activities.

• Competitive Compensation
• Paid Time Off (PTO)
• Professional Development Opportunities
• Career Growth Potential
• Supportive and Collaborative Team Environment