Description

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.

Requirements

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 include References and Software/Programs you have worked with.