Office Manager

Abacus Solutions Group is recruiting for an Office Manager for a small Architectural & Design Firm located in Baltimore City. This role would be 4 days in office and one day remote.

Position Summary:

We are seeking a highly organized professional and resourceful Office Manager to oversee the daily operations of our Baltimore-based architecture and design firm. This individual will wear multiple hats and serve as a critical partner to firm leadership by managing office operations supporting human resources functions coordinating administrative activities and maintaining confidential personnel and business information.

The ideal candidate thrives in a fast-paced collaborative environment possesses exceptional attention to detail and demonstrates the highest level of integrity and discretion. This role requires a proactive professional who can anticipate needs solve problems independently and create an efficient welcoming and productive office environment.

Key Responsibilities:Office Operations & Administration

• Manage the day-to-day operations of the office to ensure efficiency and professionalism.
• Serve as the primary point of contact for vendors property management service providers and office-related contractors.
• Oversee office supplies equipment inventory and facilities management.
• Coordinate office maintenance repairs and workplace improvements.
• Manage incoming communications mail deliveries and general office correspondence.
• Support leadership with scheduling travel arrangements meeting coordination and special projects.
• Coordinate company events team meetings employee celebrations and client-facing activities.
• Maintain company records and filing systems both electronic and physical.

Human Resources Support

• Assist with recruiting activities including job postings interview scheduling candidate communications and onboarding coordination.
• Facilitate new hire onboarding and employee orientation.
• Maintain employee personnel files and HR documentation.
• Support benefits administration enrollment processes and employee communications.
• Assist with employee relations matters while maintaining strict confidentiality.
• Coordinate performance review cycles and HR-related reporting.
• Employee HR Review process coordination and administration.
• Track mandatory trainings certifications and compliance requirements.
• Ensure compliance with applicable federal state and local employment laws and regulations.

Payroll & Employee Administration

• Support payroll preparation by tracking employee information attendance records PTO and related documentation.
• Maintain employee records organizational charts and HR databases.
• Assist with leave requests workers compensation documentation and other employment-related administration.
• Manage confidential compensation and personnel information.

Financial & Administrative Support

• Assist with accounts payable and accounts receivable processes.
• Process invoices expense reports and vendor payments.
• Support budget tracking and administrative reporting.
• Coordinate vendor contracts and service agreements.

Confidential & Executive-Level Support

• Handle highly sensitive employee compensation financial and business information with absolute discretion.
• Prepare confidential reports presentations and correspondence for senior leadership.
• Support ownership and leadership team with strategic administrative initiatives.
• Maintain confidentiality regarding business operations personnel matters client information and firm performance.

Qualifications:

Required Experience

• Bachelors degree preferred; equivalent experience considered.
• 5 years of experience in office management operations human resources executive administration or a related role.
• Experience supporting senior leadership and managing confidential information.
• Strong knowledge of HR administration and employment practices.
• Proficiency with Microsoft Office Suite including Outlook Word Excel and Teams.
• Excellent verbal and written communication skills.

Preferred Experience

• Experience in an architecture design engineering construction professional services or consulting environment.
• Familiarity with payroll systems HRIS platforms and benefits administration.
• Experience coordinating recruiting and onboarding activities.

Key Competencies:

• Exceptional organizational and multitasking abilities
• High level of professionalism and discretion
• Strong interpersonal and relationship-building skills
• Ability to prioritize competing demands effectively
• Problem-solving and critical-thinking skills
• Attention to detail and accuracy
• Customer service mindset
• Initiative and accountability
• Strong judgment and decision-making abilities
• Confidentiality and ethical conduct

What Success Looks Like:

The successful Office Manager will become a trusted business partner to leadership creating a highly organized and efficient workplace while ensuring employees clients and visitors have a positive experience. This individual will confidently manage sensitive information support HR initiatives and help maintain the professional culture and operational excellence that define our architecture and design firm.

Required Experience:

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