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Employment

Hood-Rich Architecture is a client-focused practice located in Springfield, Missouri. We enjoy serving our clients through thoughtful design and rigorous coordination. Founded in 1963, we have built a practice with a diverse project portfolio across the country. Our firm culture is family-friendly, and we take pride in fostering a sense of teamwork and humility.

Office Administrator

SUMMARY

 

Hood-Rich Architecture is a client-focused practice located in Springfield, Missouri. We enjoy serving our clients through thoughtful design and rigorous coordination. Founded in 1963, we have built a practice with a diverse project portfolio across the country. Our firm culture is family-friendly, and we take pride in fostering a sense of teamwork and humility. We are currently seeking to fill the role of OFFICE ADMINISTRATOR, which is an integral and valuable part of the firm. This role contributes to our overall success by serving our staff, clients, and business associates. This role needs to build upon the integrity of the firm and ensure that everyone feels known, valued, and respected. Excellent communication skills and a can-do attitude are crucial to this position. The ideal candidate must be self-motivated, able to work independently, and can take ownership of various administrative tasks.

 

 

ESSENTIAL JOB FUNCTIONS / RESPONSIBILITIES 

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GENERAL OFFICE

  • Greet clients, vendors, visitors, and callers in a pleasant, friendly, and professional manner.

  • Organize, maintain, and arrange conference rooms and meals for office meetings and events.

  • Manage all mail and package deliveries to and from the office.

  • Manage office equipment and phone system for repairs and maintenance.

  • Manage and order office supplies, publication subscriptions and renewals.

  • Maintain multiple office email accounts and calendars.

  • Communicate general information to office staff.

 

ACCOUNTING

  • Prepare accounts payable (AP), accounts receivable (AR), project invoicing, and progress billing.

  • Communicate and provide financial reports and data to principals and outside tax professionals.

  • Process bi-monthly and monthly payroll and 401(k) deposits.

  • Reconcile bank accounts weekly.

  • Prepare bank deposits and handle banking errands.

 

ADMINISTRATIVE

  • Provide administrative support to firm principals and architectural staff.

  • Maintain professional licensing records within multiple states and assist with obtaining reciprocal

  • licenses.

  • Monitor continuing education requirements and schedule lunch and learn events / classes.

  • Organize and maintain filing systems and company archives.

  • Draft and amend professional services contracts utilizing AIA contract software.

  • Provide editing support for project related specifications and project manuals.

 

HUMAN RESOURCES

  • Onboarding of new employees and processing new employee information.

  • Maintain employee files and administer employee benefits and payroll.

  • Maintain and update the employee handbook as directed by principals.

  • Manage group health, professional liability, workers compensation, and general liability insurance.

 

REQUIRED QUALIFICATIONS

  • Education: High School Diploma (or equivalency).

  • Professional Experience: +2 years of proven experience in an administrative role.

  • Reliable, self-motivated, independent, adaptable and versatile with an enthusiastic collaborative spirit

  • Excellent critical thinking skills and attention to detail.

  • Ability to manage multiple priorities and diverse responsibilities.

  • Strong verbal and written communication skills.

  • Ideal candidate must be proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Intuit Quickbooks, Adobe Acrobat, comfortable working in either Windows or MacOS environments.

 

PREFERRED QUALIFICATIONS

  • Administrative / bookkeeping experience in an architectural office environment.

  • Knowledge of construction documents and the design and construction processes.

  • Knowledge of Intuit QuickBooks, our bookkeeping software.

  • Knowledge of Monograph, our internal staffing, invoicing, and project management platform.

  • Knowledge of Adobe Creative Suite, used for some creative documents.

  • Notary Public

 

TIME COMMITTMENT

We are flexible in defining the time commitment for this position. The role could begin as part-time and grow over time into a full-time position. Generally speaking, office hours are Monday - Friday from 8:00AM - 5:00PM.

 

SUPERVISION

The OFFICE ADMINISTRATOR will work under the general supervision of the principals of Hood-Rich Architecture. As a collaborative office environment, this role will at times engage directly with our project teams. Given general guidelines you will develop and refine work routines and carry out assignments through completion with limited feedback.

 

COMPENSATION PACKAGE

The OFFICE ADMINISTRATOR role can be a full-time or part-time position, depending on availability and level of experience. Compensation will be competitive with industry standards and commensurate with level of experience. Additional benefits include:

  • Medical, dental, and vision insurance coverage for the employee

  • 401(k) Safe Harbor plan with 3% company contribution

  • Employee life insurance $40,000 policy

  • Employee long-term disability insurance

  • Paid Time Off (PTO) commensurate with years of experience

  • Holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving (2 days), and Christmas (2 days)

Office Admin
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