About us

Studio Luz Architects, Ltd. is a small, agile, and innovative professional architecture and urban design practice based in the Roslindale neighborhood of Boston, MA. Our team is passionate about creating a built environment that responds to community engagement, cultural values, and commitment to environmental responsibility.

Overview:

We are seeking applicants for the role of Operation and Administration Manager to join our growing team supporting the smooth operations and financial health of the practice. The part-time role involves administrative tasks, assistance with managing employee benefits, weekly bookkeeping duties, and coordination with our Accountant for the preparation of tax documents. The position is part-time, consisting of three days a week with short daily check-ins. The work can be performed remotely for two designated days a week with Fridays in person at the Roslindale office. The ideal candidate will have excellent organization skills, strong attention to detail, as well as experience that includes office assistance with bookkeeping, human resources, and administrative tasks in a professional design, engineering, or construction setting.

RESPONSIBILITIES

Accounting Duties:

• Log into bank accounts daily for deposits and debits needing approval (check Positive Pay daily)
• Record client payments (this includes payments made via ACH and Principal deposits via app payments or checks at bank)
• Set up new projects in accounting software.
• Accounts Receivable (enter employee time, enter bills & apply to jobs, if applicable)
• Accounts Payable (enter bills & pay bills - online, via check or ACH)
• Bank and Credit Card Account Reconciliations (log into accounts online and download or enter transactions into Deltek weekly, reconcile accounts monthly)
• Send monthly invoices and statements to clients
• Prepare monthly accounting reports on Excel or Google sheets for principals
• Prepare annual accounting reports through trial balance for accountant
• Must know how to make journal entries
• Reconcile bank accounts for two properties
• Prepare P&L for two properties
• Review 1099 consultants’ forms prior to disbursement

Human Resources Duties:

• Assist with administration and management of the firm’s work policies and benefits package for all qualified employees, including health, dental, retirement benefits, employee time off, and other items as outlined in the employee benefits manual.
• New hire set up (confirm eligibility via E-Verify, set up in payroll system, enroll full time employees in insurance plans)
• Review employee time for billing and payroll in Deltek Ajera
• Prepare payroll for review & submit approved payroll
• Update employee time tracking spreadsheets (vacation, sick & personal time) for principals
• Prepare offer letters for prospective employees
• Add new employees to health and/or dental plans

Administration Duties:

• Assist Principals with project various document preparation and contract filing, including maintaining organized and updated records of company contracts, financial data, work policies, and benefits
• Check emails periodically throughout the workday
• Prepare and submit grant applications
• Prepare and submit M/WBE certification applications
• Renew & pay architectural licenses annually online
• Email W-9 Forms to consultants
• Request Certificates of Insurance from consultants
• Filing to the online drive
• Complete City of Boston Personal Property Asset Reporting online annually
• Complete all insurance renewals
• Maintain office supplies and equipment inventory.
• Assist with event planning and coordination

Required Qualifications:

• Candidates with Deltek Ajera software experience will be strongly considered.
• High School Diploma or equivalent.
• Proven experience in office administration or related field.
• Proficiency in Microsoft Office (Word, Excel, Outlook), and Google Suite.
• Proficiency in Deltek Ajera for architecture and engineering firms.
• Basic knowledge of bookkeeping principles and management skills.
• Ability to plan, organize, balance, and prioritize tasks according to foreseeable deadlines.
• Skill in written and verbal communication.
• Ability to handle multiple tasks simultaneously with minimal supervision.

Preferred Qualifications:

• Bachelor’s degree in finance, accounting, management, or business related field.
• Proven experience working in a professional service environment such as an architectural, interior design, construction, or engineering firm.
• Five years of proven experience in an office adminstration or similar role.
• Familiarity with AIA basic architectural services.

Job-Type: Part-Time Employee

How to Apply: Please submit your resume and a brief cover letter to studio@studioluz.net, please include “Office Assistant Application” in the subject line. Please include 3 work references, including at least one previous employer that can speak to bookkeeping experiences and their contact information.

Job Type: Part-time

Pay: From $35.00 per hour

Expected hours: 24 – 30 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• No nights
• No weekends

Work Location: Hybrid remote in Roslindale, MA 02131