Overview
Office Manager Jobs in Chicago, IL at Canopy
Title: Office Manager
Company: Canopy
Location: Chicago, IL
Company Description
At Canopy, an award-winning architecture firm in Chicago, we believe in the notion that architecture can be used as a vehicle for positive social change. We design for people and place– from cultural centers to housing, mixed use facilities, and other placemaking projects throughout the region. We thrive on a collective, collaborative approach to deliver meaningful architecture for our surrounding communities.
Role Description
This is a full-time, on-site role for Office Manager, located in our downtown Chicago office. The Office Manager position will be responsible for the firm’s overall daily office operations management including overall administrative/human resources (HR) management, payroll, project billing/invoicing, vendor payment processing, including coordination with firm principals, staff, and clients in accordance with established office standards and policies.
Qualifications
- Strong communication skills, including clear and professional verbal and written communication
- Proficiency in administrative assistance tasks, such as scheduling, organizing, and file management
- Ability to efficiently operate and manage office equipment and related tools
- Experience in office administration, including managing supplies, budgets, and team coordination
- Customer service skills to address inquiries and ensure a positive experience for all stakeholders
- Attention to detail, problem-solving abilities, and adaptability in dynamic environments
- Proficiency with MS platforms including word and excel, Deltek Ajera, ADP or related systems, and other general office software including online platforms.
- Prior experience in a similar role is a plus
Admin/HR Tasks and Responsibilities
- Manage employee payroll (ADP) and HR benefits and compliance including vendors associated.
- Manage general office needs including supplies, office vendors (software licenses, rent, utilities, printers, insurances) guest visits, and general administrative tasks for studio-wide support.
- Provide support in staff admin onboarding and offboarding as well as new candidate applications and hiring process.
- Effectively communicate with all staff regarding HR and day-to-day studio needs.
- Interact with staff, external vendors, clients, and guests both virtually and in-office for day-to-day needs.
Financial Tasks and Responsibilities
- Coordinate and process project fee billing/invoicing including verification of billable time/rate schedules in accordance with contracts as well as quarterly fee projections.
- Track and input budget data for assigned projects.
- Prepare and distribute monthly construction waivers including tracking of consultant trailing waivers.
- Preparation and processing of monthly client invoicing and billing.
- Responsible for setting up new projects and project resource planning in Deltek Ajera software.
- Review of design contracts and guidelines for billing purposes with team leadership.
- Track project billing and payments to clients and vendors.
- Process client, contractor, and consultant inquiries and payments (receivables/payables)
- Prepare AR/AP reports for project managers, check and verify accuracy of calculations.
- Maintain billing and contract files in accordance with standard procedures.
- Work with firm’s external CPA accountant to reconcile accounts for tax purposes.
