Office Manager

Full-Time
Mid-Level
Based on Experience
Chicago,
Hybrid
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About the Job

Full-Time
Mid-Level
Based on Experience
Chicago,
Hybrid
HBRA Architects Inc. seeks a responsible, personable, team member, 4 days per week, 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 ensure compliance
General office support
  • Coordinate travel arrangements
  • Maintain and order office supplies
  • Assist with preparation of AIA contract documents
  • Serve as liaison with building management
  • Phone/office reception
  • Sort and distribute mail
  • Maintain and coordinate service of office equipment, including printers and telephone system
  • Arrange FedEx shipments and couriers
  • Become a Notary Public
  • Coordinate office clean-ups and document shredding as needed
  • Keep office and kitchen tidy and organized
  • Run errands
  • Maintain office records
  • 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
Benefits Include
  • Health insurance (at 80%), currently BlueCross BlueShield
  • Vacation accrued at 1 day/month (12 days per year)
  • 401K and profit sharing
  • Potential for remote work 1 day per week following training period

Applicant Requirements

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 proficiency in Microsoft Office: Word, Excel, Outlook and PowerPoint. Prior experience working with payroll/accounting software is required and experience with Deltek’s Vision a plus.

Date Posted:

03.28.23
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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
HBRA Architects Inc.
AIA 2030 Commitment Signatory

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