Purpose of Role
This role is responsible for maintaining operational order, enforcing task completion, coordinating HR processes, and ensuring administrative accuracy across the firm. The position executes established systems and escalates issues to leadership.
Core Responsibilities
- Create, assign, and track tasks across all projects
- Monitor deadlines and follow up daily until completion
- Maintain weekly schedules and workload planning
- Onboard and offboard employees; manage HR records
- Track attendance, hours, PTO, payroll coordination
- Collect invoices, receipts, and prepare bookkeeping packages
- Manage calendars, meetings, reminders, and punctuality
Experience Requirements
- 5-10 years of experience in operations, administration, or office management
- Minimum 3 years supporting leadership in a fast-paced professional firm
- Prior experience in architecture, engineering, construction, or real-estate firms strongly preferred
Resume Background We Expect
- Operations Manager / Office Manager / Executive Administrator roles
- HR Coordinator or People Operations roles
- Experience managing remote teams and contractors
- Hands-on use of task/project management systems
Personality & Work Style
- Extremely organized, proactive, and fast-thinking
- Comfortable enforcing deadlines and following up
- Clear written communication; concise and structured
- Executes instructions precisely; escalates issues promptly