Contracts and Studio Administrator Job at IA Interior Architects in Charlotte

At IA Interior Architects, our team members are collaborative, creative, professional, expert and entrepreneurial. Joining our team requires skill, daring, leadership, teamwork, humor and a love of interiors. We are presently searching for a full-time Contracts Administrator/Studio Administrator in the Charlotte, NC Studio.

This will be a hybrid role that supports both functions of the studio.

Contracts Administrator Responsibilities

• Coordinate all architectural functions from the receipt of RFPs and proposals through the completion of construction.
• Coordinate the contract process with Finance, Project Managers, and potentially Clients.
• Prepare Project Information Worksheets (PIW’s), Contracts, etc. under the supervision of the Project Manager.
• Help review blue books with the Project Manager.
• Help file project related communications and documents electronically.
• Help prepare billings if requested.
• Track contract and billing status with Client procurement.

Studio Administrator Responsibilities

• Assist with monthly billing, including matching backup documentation with applicable projects and preparing invoices for mailing.
• Gather and compile information and produce reports (project status, staffing financials, etc.).
• Prepare invoices and assist with collections.
• Process accounts-payable invoices and expense reports.
• Assist with phone support – answer and route incoming calls. Greet office visitors.
• Handle incoming and outgoing mail and deliveries.
• Answer routine correspondence.
• Establish and maintain files.
• Ensure office maintenance and assist with ordering of office supplies.
• Assist with timesheet collection.
• Assist with program and special projects as needed.
• Assist in planning office-wide events, holiday parties, etc.

Required Education and Work Experience

• Associate's degree or equivalent experience.
• 3+ years’ work experience.
• 1+ year accounting experience preferred.

Required Knowledge, Skills and Abilities

• Familiarity with commercial interior architecture and/or design firms preferred.
• Advanced MS Office application skills.
• Intermediate verbal and advanced written communication skills.
• Advanced analytical skills.
• Intermediate accounting and financial forecasting skills.
• Proven ability to take responsibility for a project and to follow-up with involved individuals until all issues are resolved.
• Proven ability to multi-task.
• Proven attention to detail.

Seniority Level

• Entry level

Employment Type

• Full-time

Job Function

• Administrative, Finance, and General Business

Industries

• Architecture and Planning and Design Services