Contracts and Studio Administrator Job at IA Interior Architects in Charlotte

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At IA Interior Architects, our team members are collaborative, creative, professional, expert, and entrepreneurial. This role is a hybrid position that supports both the contract administration and studio administration functions.

Responsibilities

Contract Administration

• Coordinate the contract process with Finance, Project Managers, and potentially Clients.
• Prepare Project Information Worksheets (PIW’s), Contracts, and related documents under the supervision of the Project Manager.
• Review blue books with the Project Manager.
• File project‑related communications and documents electronically.
• Prepare billings as requested.
• Track contract and billing status with Client procurement.

Studio Administration

• Assist with monthly billing, matching backup documentation with applicable projects and preparing invoices for mailing.
• Gather and compile information to 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 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 of work experience.
• 1+ year of 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.

Interior Architects, Inc. (IA) provides equal opportunity in all aspects of recruitment and employment to all persons without regard to race, color, creed, religion, sexual orientation, marital status, nationality, national origin, age, disability, medical condition, genetic information, veteran status, or uniformed service member status, and promotes the full realization of equal employment opportunities.