Office Manager (Birmingham, AL)

• Answer phones and greeting visitors at the front desk.
• Receives mail, distributes daily, and handles all shipping needs.
• Manage day-to-day operations and appearance of the office and café area.
• Order and organize supplies for the office and manage office equipment servicing.
• Research, book, and manage travel itineraries for executives and staff members.  
• Ensure meeting rooms are set-up and stocked with supplies each day. 
• Manage public contact list in Outlook and ensure new contacts are entered timely and correctly.
• Ensure architectural licenses are updated and maintain AIA credits for licensure department.
• Calendar and time management to ensure that Principals and Project Managers are on time and prepared for meetings, consistently review calendar for changes, monitor and handle scheduling conflicts.
• Collaborate with the CEO and President to manage their calendars, proactively scheduling meetings, prioritizing commitments, and resolving scheduling conflicts efficiently.
• Perform certain human resource tasks such as maintaining the employee quarterly review log, scheduling quarterly review meetings, and ensuring documentation is saved in the file.
• Assist with new hire orientation by preparing onboarding schedules and booking onboarding meetings.  
• Assist finance team with data entry and other tasks as needed. 
• Drive and manage company events (i.e., ordering group lunches, firm meetings, business related socials, firm socials)
• Partner with Principals, Project Managers, and third-party vendors to schedule and track lunch-and-learn sessions.
• Prepare presentations, agendas, reports, and other administrative tasks to support the office.
• Regularly assists with errands, tasks, and special projects as needed.  

• Bachelor’s degree strongly preferred.
• 3 to 5+ years of experience as an Office Manager in professional services firm or similar role 
• Proficient in Microsoft Office programs and well versed in Outlook.
• Excellent interpersonal and communication skills.
• Strong organizational skills and attention to detail.
• Collaborative and professional work ethic.
• Emotional maturity and proven ability to handle confidential information with discretion. 

This is a full time position