OFFICE MANAGER

Charles Matsinger Associates, a medium-sized architectural firm in Old City Philadelphia, is seeking a professional Office Manager with 3-5 years of experience. We offer a friendly, supportive and lively working environment with benefits. Targeted Start Date of Monday, November 30, 2026.

·       Part Time to begin. Full time potential.

·       Cheerful, professional and adaptable self-starter with good follow-through.

·       Must be extremely computer-literate and experienced in accessing websites, Client portals and various software programs.

·       AI friendly and curious.

·       Must be proficient in Microsoft Office Suite, including Word, Excel, Outlook; CRM software.

·       Associates degree preferred.

Responsibilities Include, but are not limited to the following:

·       Front Office Reception/Check for Voicemails

·       Electronic Filing of Office Documents

·       Email Monthly Matsinger Invoices to Clients; File Monthly Invoices once emailed

·       Assist in Processing Consultant Invoices as received through email

·       Coordinate Client Liaison Tasks: Add Client Contact Information; Record Purchase Orders; Obtain COIs for Clients;

Manage Badging at Client Sites

·       Enter New Project Information into Bookkeeping software

·       Schedule Meetings; Arrange for Food on occasion

·       Coordinate Modifications to Health, Dental, and Disability Income Insurance

·       Assist with Job Postings for New Hires: Schedule Calls/Interviews, Provide Offer Letters

·       Coordinate Scheduling of Bi-Annual Staff Reviews and other firm-wide events.

Please send your resume to Steve Raytek at [email protected].

Please include References and Software/Programs you have worked with.