Office Assistant & Business Operations Coordinator
hace 8 días
Fort Myers
Job DescriptionBenefits: • 401(k), • 401(k) matching, • Bonus based on performance, • Competitive salary, • Dental insurance, • Free food & snacks, • Health insurance, • Paid time off, • Training & development, • Vision insurance Office Assistant & Business Operations CoordinatorRG Architects | Fort Myers, FL | Full-Time About RG Architects RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions. This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment. Position Summary The Office Assistant & Business Operations Coordinator provides administrative, project, and operational support to ensure the efficient day-to-day functioning of the firm. Responsibilities include contract administration, consultant coordination, licensing and compliance tracking, office management, and general business support. Responsibilities Contract & Project Administration • 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.Business Operations & Compliance, • 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.Office Administration, • 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.Administrative & Financial Support, • 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.Qualifications, • 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.Additional Requirements, • 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.Why Join RG Architects?, • Competitive Compensation, • Paid Time Off (PTO), • Professional Development Opportunities, • Career Growth Potential, • Supportive and Collaborative Team EnvironmentApply Today If you are a proactive and organized professional looking to build your career in a dynamic architectural firm, we encourage you to apply and become a valued member of the RG Architects team. Location: Fort Myers, Florida Schedule: Full-Time, Monday-Friday Work Location: In-Person Reports To: Business Manager