Office Manager

Full-Time
Entry-Level
Chicago,
IL,
USA
Hybrid
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About the Job

Full-Time
Entry-Level
Chicago,
IL,
USA
Hybrid

Are you excited about working with a group of like-minded colleagues interested in intentionally crafted, real-world architecture that lives at the intersection of people, place, and purpose?  Are you enthusiastic, self-motivated, and want to make an impact?  Are you a problem-solver at heart who can proactively reach solutions? You may be just the person we are looking for.

Deeply grounded in architecture’s power to impact lives, WJW creates holistically conceived, intelligently crafted environments that empower and elevate the human experience. WJW’s inclusive, collaborative creative process is fueled by curiosity, cultivated knowledge, respect and integrity, pointing the way toward the realization of each project’s greatest potential.

Our Office Manager is a lead support of the WJW team and culture. The job entails responsibility for all things people and facilities related—reception, office space, accounting, communications, licenses, people support and more.  We’re looking for someone with an acumen for guiding a values-based company and culture, skills in developing effective systems, and experience and enthusiasm in making it happen. We could imagine the title of this role being Manager of First Impressions because this role touches all of the people in the company and sets the tone for the expression of our values in our work and our workplace.  The ideal candidate will be a dedicated team player and great communicator who loves to engage to improve any process. More than anything, you are someone who likes to think on your feet, are organized, and can roll with the punches with the best of folks.

Areas of Responsibility

Office Management

  • Main reception support, helping support and create a lively, professional office environment by being the first point of contact for all clients.
  • Event planning and continuing education coordination, including conference setup and meal planning
  • Office facilities manager, including ordering of supplies and kitchen management, effectively manage relationships with vendors, professional services providers and building management, and identify opportunities to improve internal systems and processes to support the health of the business
  • Provide office-wide IT support in coordination with our IT service provider
  • Manage transmittals and mailings on behalf of staff, ensuring prompt and timely delivery of packages and sensitive documents
  • In coordination with the Business Director, coordinate business license renewals, insurance policies, and continuing education in a timely manner
  • Maintain off-site storage, and coordinate on-site storage and office organization

Finance

  • Support the Business Director and principals by performing a variety of tasks, including drafting and sending client invoices and waivers of lien, and processing vendor invoices. Previous bookkeeping experience a bonus; extra credit for experience in Ajera or Deltek solutions
  • Proactively manage databases within accounting software, Excel, and other programs
  • Undertake special projects as needed involving organization and understanding of contracts, fees, invoices, and other data

Marketing

  • In coordination with the Business Director, maintain WJW’s social media and online presence through our website, Facebook, LinkedIn, and Instagram.
  • Coordinate special projects as needed in support of the creation of office collateral or digital documents. Previous Adobe Suite or Canva experience is a plus.

Executive Coordinator

  • Support the team by performing a variety of tasks, including at times complex and confidential administrative, secretarial, analytic, and research duties, and expense reimbursement support
  • Contribute to the success of the business by supporting key projects with superior-level administrative support
  • Prepare, review and distribute contracts in coordination with Principals and Associates
  • Maintain master office lists of various types, helping the firm stay organized and prepared

Applicant Requirements

Qualifications

  • Four-year degree and previous office management or executive assistant experience.
  • Previous experience in bookkeeping preferred.
  • Experience in Microsoft Office and Google Docs; Deltek Ajera, Creative Suite, or Canva a plus
  • Experience working in a Mac environment a plus
  • Highly organized and detail oriented with ability to be nimble and responsive
  • Exceptional interpersonal, written, and verbal communication skills; articulate and professional, yet approachable in corresponding within the company and with clients and vendors
  • Proven ability to work with sensitive material in an open, collaborative environment
  • Ability to work with and respond to multiple people’s needs and prioritize effectively
  • Stellar work ethic and a demonstrated penchant for ownership and getting the job done
  • Positive attitude, self-motivated and ‘take-charge’ attributes

Please submit a resume and a response to the inquiry “Tell us about your best day at work” to careers@wjwarchitects.com. A cover letter is optional.

WJW values a diverse workplace representative of the communities we serve, and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply.

WJW is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any category protected by local, state, or federal laws.

Date Posted:

09.19.23
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About the Company

Deeply grounded in architecture’s power to impact lives, WJW creates holistically conceived, intelligently crafted environments that empower and elevate the human experience. WJW’s inclusive, collaborative creative process is fueled by curiosity, cultivated knowledge, respect and integrity, pointing the way toward the realization of each project’s greatest potential.

WJW Architects
AIA 2030 Commitment Signatory

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