About the Role
- Overview
45 Architecture & Interiors is seeking a highly organized, proactive, and detail-oriented Executive & Administrative Assistant / HR & Bookkeeping Coordinator to support our leadership and operations teams. This role combines executive-level administrative support with human resources coordination and light bookkeeping to ensure the smooth, efficient, and professional operation of our design studio.
The ideal candidate is a trusted, solutions-oriented professional who thrives in a dynamic environment, values confidentiality, and takes pride in keeping both people and processes running seamlessly.
Requirements
Key Responsibilities
Administrative Support
Provide daily administrative support to Principals, Directors, and Project Managers.
Manage calendars, internal meetings, travel, and conference scheduling.
Open and prepare the office each day—lights, conference rooms, and reception areas ready for clients and staff.
Answer phones, route calls and messages, greet clients and visitors professionally.
Maintain office organization, cleanliness, and digital file systems (Dropbox, Teams).
Coordinate mail distribution, supplies, vendor relations (IT, cleaning, etc.), and maintenance requests.
Support office events, team celebrations, and internal culture initiatives.
Manage document control—ensuring current and accurate employee handbooks, onboarding packets, benefit summaries, and operational manuals.
Human Resources Coordination
Manage employee onboarding and offboarding processes—system setup, benefits enrollment, training resources, and introductions.
Maintain accurate employee records and confidential HR files.
Serve as a point of contact for staff HR questions, benefits inquiries, and policy clarification.
Coordinate with leadership on annual reviews and professional development tracking.
Maintain and update the Employee Handbook annually to reflect policy and compliance changes.
Track and process employee PTO, holidays, and timesheet approvals.
Oversee benefit programs including health insurance, dental/vision, 401(k), and renewal coordination with vendors.
Support recruiting efforts—posting job openings, reviewing applications, and coordinating interviews.
Ensure compliance with state and federal employment laws and firm policies.
Assist with staff events, team-building initiatives, and culture-focused programs to “Grow the Brand and Guard the Culture.”
Bookkeeping & Financial Coordination
Coordinate with accounting partners (MAG, external CPA) on daily and monthly bookkeeping workflows.
Manage Accounts Payable and Accounts Receivable tasks including posting payments, preparing deposits, and verifying Monograph project budgets.
Issue client invoices by the 5th of each month; confirm accuracy with Project Managers prior to billing.
Track and reconcile credit card statements and expense reimbursements.
Monitor A/R hygiene—send reminders for past-due invoices and update leadership on status.
Support year-end financial activities including W-9 collection, insurance renewals, and R&D tax credit documentation.
Maintain and update vendor files, project budgets, and financial summaries as directed.
Operations & Compliance
Maintain up-to-date records for software licenses, subscriptions, insurance policies, and membership renewals.
Assist with internal compliance documentation and reporting.
Help implement and track key EOS/firm-wide initiatives related to HR, finance, and operations.
Ensure security and confidentiality for all personnel, financial, and client-related materials.
Assist with light IT coordination—setting up new users, managing Adobe licenses, and office system updates.
Tools You’ll Use
Accounting/PM: QuickBooks Online (QBO), Monograph
Productivity/File Management: Microsoft 365 (Outlook, Teams, Excel), Dropbox
HR & Benefits: Payroll and benefits portals (as applicable), Excel tracking, internal HR systems
Office Systems: Adobe Admin Console, phone system administration, AV/meeting tools (Owl, TVs)
Qualifications
2+ years of experience in office administration, HR coordination, or bookkeeping (A/E/C industry experience preferred).
Bachelor’s degree in Business Administration, Human Resources, Accounting, or related field preferred.
Working knowledge of QuickBooks Online and basic A/R and A/P functions.
Strong organizational, communication, and problem-solving skills.
Proficiency with Microsoft 365 and comfort with cloud-based systems.
Proven discretion handling sensitive HR and financial information.
Positive, dependable, and self-directed with the ability to manage multiple priorities in a fast-paced environment.
Performance Indicators (Success Looks Like)
All invoices issued by the 5th of each month; accurate reconciliation of A/P and A/R.
Timely and compliant onboarding/offboarding for all employees.
Up-to-date Employee Handbook, benefit summaries, and HR records.
Annual reviews and benefit renewals completed on schedule.
Clean monthly bookkeeping records with zero overdue compliance tasks.
Professional, reliable support for leadership and seamless office operations.