Office Assistant

RG Architects, P.A
  • FORT MYERS, FL
  • Full-time
5 days ago

Job Description

Benefits:
  • 401(k)
  • 401(k) matching
  • Bonus based on performance
  • Competitive salary
  • Dental insurance
  • Free food & snacks
  • Health insurance
  • Paid time off
  • Training & development
  • Vision insurance

Office Assistant & Business Operations Coordinator

RG Architects | Fort Myers, FL | Full-Time


About RG Architects


RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions.


This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment.


Position Summary


The Office Assistant & Business Operations Coordinator provides administrative, project, and operational support to ensure the efficient day-to-day functioning of the firm. Responsibilities include contract administration, consultant coordination, licensing and compliance tracking, office management, and general business support.


Responsibilities


Contract & Project Administration


  • Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
  • Assist with proposals, qualifications packages, and project-related documentation.
  • Monitor contract execution and obtain required signatures.
  • Maintain project records, document logs, and digital filing systems.
  • Support project managers with administrative and document control tasks.
  • Coordinate project closeout documentation and records retention.
Business Operations & Compliance


  • Track and maintain company licenses, registrations, certifications, and renewal deadlines.
  • Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation.
  • Maintain consultant, vendor, and client databases.
  • Assist with insurance, licensing, and regulatory filings.
  • Support employee onboarding and administrative processes.
  • Maintain office procedures, forms, and operational documentation.
Office Administration


  • Answer and direct incoming calls, emails, and visitors.
  • Schedule meetings, appointments, and conference room reservations.
  • Draft correspondence, reports, and meeting notes.
  • Order and maintain office, kitchen, and operational supplies.
  • Coordinate office vendors, maintenance services, deliveries, and housekeeping.
  • Maintain organized physical and electronic filing systems.
  • Assist with company events, meetings, and special projects.
Administrative & Financial Support


  • Assist with invoicing, data entry, expense tracking, and records management.
  • Support proposal submissions and business development activities.
  • Provide administrative support to leadership and project teams.
Qualifications


  • Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
  • 3+ years of experience in administrative support, office management, project coordination, or business operations.
  • Experience in an architecture firm, AEC industry, or professional services environment preferred.
  • Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.
  • Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint.
  • Strong organizational, communication, and time-management skills.
  • Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
  • Experience with Deltek Ajera or similar project management/accounting software is a plus.
Additional Requirements


  • Must have reliable transportation and a valid driver's license with an acceptable driving record.
  • Ability to travel locally as needed for business-related activities.
Why Join RG Architects?


  • Competitive Compensation
  • Paid Time Off (PTO)
  • Professional Development Opportunities
  • Career Growth Potential
  • Supportive and Collaborative Team Environment
Apply Today


If you are a proactive and organized professional looking to build your career in a dynamic architectural firm, we encourage you to apply and become a valued member of the RG Architects team.


Location: Fort Myers, Florida
Schedule: Full-Time, Monday-Friday
Work Location: In-Person
Reports To: Business Manager

Numbers & Facts

LocationFORT MYERS, FL
Job TypeFull-time

Skills

  • Accounting Softwareunmatched
  • Administrative Managementunmatched
  • Administrative Skillsunmatched
  • Architectural Servicesunmatched
  • Bid Packagesunmatched
  • Billingunmatched
  • Business Administrationunmatched
  • Business Developmentunmatched
  • Business Operationsunmatched
  • Business Supportunmatched
  • Calendar Managementunmatched
  • Communication Skillsunmatched
  • Consultingunmatched
  • Contract Managementunmatched
  • Customer Support/Serviceunmatched
  • Data Entryunmatched
  • Deltek Accounting Softwareunmatched
  • Dental Insuranceunmatched
  • Detail Orientedunmatched
  • Develop and Maintain Customersunmatched
  • Document Controlunmatched
  • Documentationunmatched
  • Driver's Licenseunmatched
  • Expense Trackingunmatched
  • Financial Supportunmatched
  • Health Insuranceunmatched
  • Housekeeping/Cleaningunmatched
  • Insuranceunmatched
  • Insurance Documentationunmatched
  • Leadershipunmatched
  • Licensingunmatched
  • Licensing Complianceunmatched
  • Maintain Complianceunmatched
  • Maintenance Servicesunmatched
  • Meeting Minutesunmatched
  • Microsoft Excelunmatched
  • Microsoft Officeunmatched
  • Microsoft Outlookunmatched
  • Microsoft SharePointunmatched
  • Microsoft Wordunmatched
  • Multitaskingunmatched
  • Office Managementunmatched
  • Onboardingunmatched
  • Operational Supportunmatched
  • Organizational Skillsunmatched
  • Professional Servicesunmatched
  • Project Close-Outunmatched
  • Project Management Softwareunmatched
  • Project/Program Coordinationunmatched
  • Record Keepingunmatched
  • Records Managementunmatched
  • Regulatory Submissionsunmatched
  • Reporting Skillsunmatched
  • Service Deliveryunmatched
  • Team Playerunmatched
  • Telephone Skillsunmatched
  • Time Managementunmatched
  • Training/Teachingunmatched
  • Vendor/Supplier Managementunmatched
  • Vision Planunmatched
  • Willing to Travelunmatched
  • Writing Skillsunmatched

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