Job Opportunities

Finance / HR / Office Manager

Finance / HR / Office Manager

The Role:

Kahn Architecture is a mid-sized, interiors-focused architecture firm and in search of a Finance, HR and Office Manager with a 3+ years’ experience preferably with AEC industry experience.

The ideal candidate will be working directly with ownership and be responsible for handling the fundamental aspects of the firm including all financial aspects, HR, recruitment, office policies, and general office administration. This role functions as a member of the management team and is responsible for helping in the firm’s day to day operations. It is important that candidates have clear communication skills, the ability to manage multiple projects efficiently, an excellent memory for detail, and a calm demeanor. This position requires candidates to wear multiple hats and become involved in all aspects of the firm’s business.

Financial Responsibilities include:

  • Full cycle accounts payable including building monthly invoicing in QuickBooks, reviewing invoices with ownership, making sure all proposal billing is included, and sending invoices out for review and payment

  • All accounts receivable including processing client payments and follow up on client collections

  • Prepare appropriate schedules and reports as requested by clients and ownership.

  • Creating budgets and analyzing variances/trends for increased efficiency and profitability

  • Prepare general financial statements and reports

  • Assist with payroll and make bank deposits

  • Monitor office expenses including credit card reconciliation

  • Collaborate with firm’s Accountant for tax payments and return preparation

  • Vendor/Consultant contracts with firm

Office Responsibilities include:

  • Organizing, maintaining, and promoting our work culture

  • Create and maintain office operations and procedures

  • Writing client proposal drafts and change orders

  • Aiding with project management by creating project budgets and tracking billable time

  • Excellent client meetings and client care

  • Collaborate with the firm’s PEO vendor for payroll, HR policy, benefit management, and employee data and record keeping

  • Recruitment tasks such as writing and posting job ads, screening resumes, and introductory phone interviews

  • Overseeing the onboarding of new employees

  • Collaborate with outside vendors including IT services, printing, messengers, etc.

  • Updating and maintaining internal databases, subscriptions, licenses, etc.

  • General administration and Office Upkeep such as answering phones, ordering supplies, filing/archiving, and maintaining office function and appearance

Requirements:

  • Organizing, maintaining, and promoting our work culture

  • Strong organizational, communications, and interpersonal skills

  • Ability to adapt and change priorities in a fast-paced environment

  • Be proactive and have the ability to work independently

  • BA/BS degree and 3+ years’ office experience, preferable in a AEC environment

  • At least 3 solid years’ experience with QuickBooks

  • Fluent in Microsoft Office (excellent Excel skills) and other common office software

  • New York/Tri-State area resident preferred

  • Be a U.S. citizen, or already possess a work visa for working in the U.S.

  • Interest in architecture and design a plus

How to apply:

Please submit your resume and portfolio to Careers@KahnArchitecture.com including a cover letter with salary requirements. No phone calls please.