The successful candidate will provide regional administrative leadership, support, and oversight of office administrative staff. You will work with the regional and office leadership to set foundational expectations for office staff and develop processes to accomplish them.  You will be responsible directly to the Regional Practice Director. Due to the nature of this role, this position will be performed primarily onsite in one of the region’s offices and will require travel between the offices. Must be available to work in the office Monday – Friday and manage or provide occasional coverage for office events in the evenings and on the weekends as needed. 

• Work closely with the regional and office leaders and the Associate Practice Directors to design processes that support the firm’s policies and provide consistency and clarity across the region.
• Collaborate with regional and office leaders to contribute to a supportive, firm-first office culture.  
• Team with other Regional Managers to ensure consistency in application of practices regarding office management.
• Organize and provide support for office upgrades, moves and openings in coordination with the Project Manager and office leaders.
• Work with regional and office leaders and the Associate Practice Directors to promote consistent engagement strategies such as office-based leagues, events, etc. that also align with our firm’s policies.
• Team with the Regional Controller, the OPLs, and the Associate Practice Directors for the management of overhead and marketing costs.
• Work with the other Regional Administrative Managers to promote practices for consistent requests for firm resources (budget requests, conference requests, donation requests, spot bonus requests, etc.)
• Lead the office managers and/or the administrative staff in all regional offices to ensure they are delivering services with a client-focused mindset, ensuring a positive experience for internal and external stakeholders. 
• Create and maintain practices for greeting and assisting visitors, staff, and vendors with professionalism, creating a welcoming front-of-house experience.
• Work with the office managers and administrative staff to ensure a professional and clean work environment per the firm’s policies.
• Coordinate with regional and local IT support for staff needs.
• Provide consistent management of our regional office’s property concerns.
• Demonstrate strong organizational skills to manage multiple responsibilities efficiently. 
• Create practices for office administrative assistants to manage calendars, schedule meetings, coordinate travel arrangements, draft contracts, take meeting notes, and prepare or review expense reports for staff. 
• Set practices for the consistent coordination and execution of internal office events, milestone events, including arranging external services such as catering and supplies and managing Facility Use Agreements and the understanding of local alcohol policies. 
• Organize and standardize the acquisition and maintenance of inventory and organization of office and hospitality supplies for the region. 
• Team with the Associate Practice Directors to organize and support local onboarding efforts for new staff. 
• Create training and expectations for new office managers, receptionists or office administrative staff and ensure local office managers are providing mentorship consistently across the region.
• Manage staff that support mail and delivery services across the region for incoming and outgoing mail and packages, including USPS, FedEx, UPS, and courier services. 
• Complete assigned tasks with accuracy, timeliness, and attention to quality. Identify issues or inefficiencies and design solutions in concert with regional and local leaders and the Associate Practice Directors.
• Become well versed in and train the use of common software programs such as Microsoft Office and Bluebeam Studio to support administrative tasks and communications effectively. 
• Ensure the administrative and local managerial staff are managing confidential information with discretion and professionalism. 
• Ensure compliance with record retention policy standards. 
• Other duties as assigned, office, region or business unit size may be considered when evaluating the business need for this role. 

• Minimum of eight years of relevant experience required with ten years of relevant experience preferred.
• Minimum of two years of related supervisory experience required, with four years of related supervisory experience preferred.  
• Minimum High School Diploma or GED required. Associates degree preferred. 
• Capability of performing in a leadership role for single and multiple offices with strong managerial skills.
• Must possess business acumen.
• Experience working in a professional services firm preferred.  
• Excellent verbal and written communication skills.  
• Strong attention to detail and focus on accuracy with work are essential.  
• Ability to work in a highly collaborative and deadline-driven environment.  
• Demonstrates enthusiasm, a proactive mindset, and readiness to take on new assignments and responsibilities. Proficiency in Microsoft Office Suite is required. 
• Ability to lift up to 30 pounds. 

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Support project proposal and contracting effort.
• Prepare project team memos and project presentations.
• Take and transcribe project meeting notes.
• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
• Support the Practice and Operations leaders in reviewing project/program performance.
• Assist Project Managers in the Review/approval of consultant invoices.
• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers required.
• Distribution and vetting of project expenses for billing.
• Manage and coordinate workload of team.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Travel as needed.

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.  
• MS Project schedule development experience preferred. 
• Travel as needed.

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Support project proposal and contracting effort.
• Prepare project team memos and project presentations.
• Take and transcribe project meeting notes.
• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
• Support the Practice and Operations leaders in reviewing project/program performance.
• Assist Project Managers in the Review/approval of consultant invoices.
• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers required.
• Distribution and vetting of project expenses for billing.
• Manage and coordinate workload of team.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Travel as needed.

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.  
• MS Project schedule development experience preferred. 
• Travel as needed.

• Coordinate with internal and external team members to obtain and collate project updates, deliverables, and weekly recaps to prepare weekly project status email.
• Organize and set up onsite client meetings as needed.
• Assist in report generation.
• Support project proposal and contracting effort.
• Prepare project team memos and project presentations.
• Take and transcribe project meeting notes.
• Accounts Payable – review, research, and respond to consultant statements, including working with accounting to resolve issues on the no pay list (contracts, missing insurance, upload/update Deltek).
• Support the Practice and Operations leaders in reviewing project/program performance.
• Assist Project Managers in the Review/approval of consultant invoices.
• Monitor flow of all processes across the program/project (including but not limited to agreements, quality plans, accounting, legal, basis of design, general office practices), information, and practice integration and provide research and feedback as necessary.
• Assist the Principals and Project Managers in the development of fees during proposals.
• Provide support for labor transfers required.
• Distribution and vetting of project expenses for billing.
• Manage and coordinate workload of team.
• Prepare complex spreadsheets and database work in Excel and Access.
• Assist with project staffing data in Deltek Vision Project/Resource Planning.
• Maintain records for financial status of projects.
• Work with individual Project Managers to prepare approvals for additions to scope of work and approve and process payables for our services.
• Set up and maintain project files according to firm standards.
• May assist with other marketing-related tasks including proposal presentations when requested.
• Travel as needed.

• High School Diploma required. Associate’s degree preferred.
• Minimum of 4 years of experience performing in related roles required.
• Experience working in the architecture/engineering/interior design industry preferred.
• Strong verbal and written communication skills as well as presentation skills.
• Ability to work in a team setting, strong time management and organizational skills.
• Ability to handle multiple projects to meet required deadlines. Accuracy / Detail-oriented and ability to follow through on a timely basis.
• Strong proficiency in Microsoft Office Suite including word, excel and PowerPoint. InDesign experience preferred.
• Procore and Newforma software experience a plus.
• Experience with video and audio meeting technologies.  
• MS Project schedule development experience preferred. 
• Travel as needed.