Office Manager - HBRA Architects, Inc.

COMPANY INFO

HBRA Architects, Inc. / Chicago, Illinois

ABOUT THE COMPANY

HBRA Architects, Inc. is an internationally recognized architectural design firm located in Chicago’s River North neighborhood. HBRA provides a professional, courteous and life balanced work environment, close to public transportation.
For more information about our firm, please visit www.hbra-arch.com

ABOUT THE JOB

This is an exciting opportunity to join a renowned architectural firm and be integral to supporting the management team. HBRA Architects Inc. seeks a responsible, personable, full-time team member to provide administrative office services, payroll processing, and general office support activities. The ideal candidate will have strong written/verbal communication and organizational skills, an ability to work independently, exercise good judgment and discretion, and balance multiple priorities. Responsibilities include, but are not limited to:

Human Resource Management
• Prepare and process bi-weekly payroll including direct deposit, Federal/State tax deposits, and 401K/Roth payroll contributions. Maintain all pertinent records
• Prepare and process all employment paperwork. Maintain personnel files
• Serve as liaison for personnel insurance initiatives

License, Registration, Membership Renewals and Records Management
• State architect licenses for the firm and all principals. This includes business entity/annual reports, certificates of authorization, Illinois Department of Human Rights renewal, etc.
• Annual employee health insurance renewal
• Annual Professional Liability insurance renewal. Arrange for Certificates of Insurance as requested
• Illinois Capital Development Prequalification renewal
• Annual SAM registration (System for Award Management through the US Federal Government)
• Various individual and firm membership renewals (AIA, NCARB, ALA, SCUP, SAH, USGBC, etc.)
• Maintain excel spreadsheet of licensure/membership renewals
• Monitor/update continuing education through AIA website for firm principals to assure compliance

General office support
• Coordinate travel arrangements
• Maintain and order office supplies
• Prepare AIA contract documents
• Multiple keyboarding assignments including correspondence, meeting minutes, annual contribution letters, etc.
• Serve as liaison with building management
• Phone/office reception
• Sort and distribute mail
• Maintain and service office equipment, including printers and telephone system
• Arrange FedEx shipments and couriers
• Become a Notary Public
• Research and obtain quotes for office equipment and software purchases/upgrades
• Coordinate annual e-waste disposal with building management
• Coordinate office clean-ups and document shredding as needed
• Keep office and kitchen tidy and organized
• Run errands
• File documents
• Access & organize all online vendor invoices. Forward to accounting in a timely manner for processing
• Maintain HBRA petty cash and provide accountant with a month end summary and receipts

Marketing
• Assist with marketing initiatives, creating and compiling marketing proposals

Benefits Include
• Health insurance (at 90%), currently BlueCross BlueShield
• Vacation accrued at 1 day/month (12 days per year)
• 401K and profit sharing

REQUIREMENT FOR APPLICANTS

The ideal candidate will have a proven track record (5 years minimum) as an administrative professional, with experience in accounts payable and payroll. The position requires a proficiency in Microsoft Office: Word, Excel, Outlook and PowerPoint, as well as basic understanding of Adobe Creative Suite, especially InDesign. Prior experience working with payroll/accounting software is required and experience with Deltek’s Vision a plus.

SALARY

Commensurate with position and experience

CONTACT TO APPLY

Human Resources
admin@hbra-arch.com