Job Description
Job DescriptionDescription:
Job Title: Office Manager
Accountable To: Human Resources Manager
FLSA Classification: Regular Full Time Exempt (Salary)
Who We Are
SHM Architects, PLLC is a Dallas-based architecture, landscape, and interior design firm with extensive experience in boutique planning, single-family and multi-family residential, master planning, retail, and niche commercial architecture. A review of our portfolio will show no singular “style,” reflecting our design philosophy that unites our client’s programmatic requirements, budget, and a healthy respect for their site. We are ordinary people that are extraordinarily good at our work. Through the collaborative process and strong working relationships, we believe our portfolio reflects a more thoughtful and engaging work than that achieved by a single individual. For more information, please visit our website at http://www.shmarchitects.com
What We Believe
Our passion is enriching lives by enhancing the beauty of our environment. We believe creating beautiful designs with purpose requires two things: passion and time. Our clients understand that, while our process may be uncompromising, it results in personalized, luxurious designs that are never flashy, and are always aspirational.
SHM Core Values:
- Embraces Imperfect Beauty
- Engaged to Make a Difference
- Displays Humility and Compassion
- Individually Driven
- Honest and Truthful
Are You a Fit?
Are you individually driven and engaged to make a difference at work and in the community? Does the idea of supporting a group of design professionals in creating beautiful living environments excite you? Would others describe you as a lifelong learner dedicated to taking a relaxed approach to finding new ways of solving complex problems? Are you comfortable embracing imperfect beauty?
If you answered yes, then read on!
A Day in the Office Looks Like This:
The primary role of the Office Manager is to oversee the daily operations of the office, ensuring efficiency and a productive and comfortable work environment for the SHM team members in every location. It is the responsibility of the Office Manager to support the firm’s effective and efficient operation and make it easier for the staff to perform their functions efficiently. The Office Manager must be capable of running day-to-day operations while supporting long-term firm growth. The incumbent works in a fast-paced, creative environment with passionate team members who are focused on quality and execution. The ideal candidate manages a variety of ongoing tasks simultaneously, shifts priorities independently, and communicates courteously and effectively with all stakeholders internally and externally. Ultimately, the Office Manager is vital to the smooth operations of the firm and serves as a strategic partner to ownership and senior leadership of the firm. A desire to learn and grow in the role as the firm continues to grow is essential.
- Facilities Oversight and Management: Ensure the smooth operations of all SHM locations as it relates to facilities management, security (keys, card access, alarms, etc.), space planning, maintenance, furniture and appliances, storage, and moves. This also includes the negotiation and purchase/lease of items such as furniture, appliances, equipment, etc. along with related maintenance/service contracts.
- Equipment Management: Oversee the budget and ensure the smooth operations and maintenance/repair/service of all equipment and maintenance contracts at all SHM locations including printers, phones, appliances, etc.
- Supply Management: Monitor, order, and oversee budget of all supplies for all SHM locations, including but not limited to office, kitchen, and printer supplies.
- Office Communication: Communicate with employees as it relates to office management, including office closures, preparation for inclement weather, out-of-service equipment, etc.
- Employee Onboarding and Offboarding: Participate in employee onboarding and offboarding tasks and events related to responsibilities of office management.
- Event Support: Contribute expertise to any event planning and execution, oversee equipment needs and operation for any event or firmwide meeting, etc.
- General Administrative Support: Assist Executive Assistants with license renewals and tracking of continuing education credits for firm’s Principals, maintain Outlook contacts and office phone list, monitor and manage Office calendar in Outlook, maintain Skedda for desk management in Dallas office, log and issue gift cards, etc.
- Other duties as assigned
Do You Have the Skills and Experience? Here’s What We’re Looking For:
- Proficient software skills in Microsoft Office 365 suite of products (Word, Excel, PowerPoint, Outlook, Teams) and other platforms like Zoom, Adobe Pro, Skedda
- Ability to effectively communicate and collaborate in an articulate, courteous, respectful, and professional manner with design staff, administrative staff, and leadership internally and vendors and service providers externally
- Demonstrate problem-solving and critical thinking skills to identify and resolve issues that impede the smooth operation of all SHM offices or that prevent the staff from working most efficiently
- Must be detail-oriented to ensure accuracy and precision in all tasks
- Have a friendly and professional demeanor, and thrive in supportive roles as a nurturing “people person”
- Ability to work collaboratively with others and prioritize workload including being flexible to pivot priorities as needed
- Demonstrate self-sufficiency and self-motivation to work with little supervision to identify opportunities and execute on projects to improve organization and efficiency
- Possess a high level of professional integrity by taking pride, ownership, responsibility, and accountability for self and outcomes while also demonstrating humility
- Function as a positive influence on the office environment and the firm as a whole
And Here’s Our End of the Bargain:
- Competitive salary with additional bonus opportunities
- Medical insurance 100% paid for employee only, based on coverage selected
- 100% paid short- and long-term disability and group life & AD&D insurance for employees
- Other voluntary benefits like dental, vision, additional life insurance, Legal Shield/ID Shield, critical illness insurance, accident insurance, and pet insurance
- Annual healthy living benefit
- Free use of Energy Square Fitness Center for employees
- HSA quarterly employer contributions
- Safe Harbor 401(k) retirement plan with company contributions whether you contribute or not
- Personalized PTO
- Five (5) paid holidays plus a winter break typically 12/24 through 1/1
- Paid leave for new parents (birth, adoption, placement / maternal and paternal) to support work/life balance and family bonding
- Professional development opportunities
- Paid covered parking for all employees
- Other perks like weekly breakfasts, monthly happy hours, office lunches, our Spring/Summer event, Texas State Fair Day and team building event, Halloween contests, Thanksgiving Family Luncheon, Winter Holiday Party, and the list goes on!
Supervisory Responsibilities
- Participates in the hiring and training of the Executive Assistants and the Receptionist
- Conducts performance evaluations on a quarterly basis that are timely and constructive
- Handles hiring, discipline, and termination of employees as needed with the support of the Human Resources Manager and the Operations Director
Work Environment
We work in a collaborative, indoor office environment at the top of the historic Meadows Building at Energy Square. This is a great location with quick access to US-75 and the Lovers Lane DART Station practically on site.
Normal work hours are 8:30 AM – 5:30 PM Central Monday through Friday with one hour for lunch, but we are flexible if our business and customers’ needs remain priority #1. Occasionally, there may be a need to work outside of normal work hours or weekends to meet business needs. Some local travel may be required. There may be an occasional need to travel to other office locations outside of Texas.
Physical Demands
This is a largely sedentary role and requires the ability to sit for long periods of time, operate a keyboard, and communicate clearly and effectively on the phone, in-person, and via written communication. However, there may be occasional specific situations that require lifting, bending, stooping, twisting, kneeling, and/or reaching.
Work Authorization Requirement
Must be authorized to work in the US when an offer of employment is accepted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment verification form (Form I-9) upon hire.
Affirmative Action/EEO Statement
It is the policy of SHM Architects, PLLC to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Requirements:
- Bachelor’s degree, ideally in business administration or a related field
- Minimum of 5 years of progressively responsible administrative/office management experience, including staff or operations oversight
- Preferably Microsoft Certified / Microsoft Office Specialist (MOS) or can demonstrate Microsoft 365 competency through testing
- Certified Administrative Professional (CAP) or Certified Manager (CM) certification preferred
- Proven ability to work independently and manage operations with little oversight
- Strong background in staff supervision, vendor management, and budget oversight
- Excellent organizational, communication, and problem-solving skills