Office Manager at BSA Lifestructures Inc

Austin, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Apr, 26

Salary

0.0

Posted On

28 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Office Organization, Meeting Scheduling, Vendor Coordination, Onboarding, Marketing Assistance, Project Management, Document Preparation, Client Relationship Management, Communication, Time Management, Problem Solving, Team Collaboration, Attention to Detail, Microsoft Office, ProCore, Deltek

Industry

Architecture and Planning

Description

BSA is seeking a dedicated and organized Office Manager to join our dynamic Austin studio, recently recognized by Zweig Group as one of the Best Firms To Work For. In this role, you will play a key part in supporting our team and helping create environments that foster healing, learning, and discovery. What You'll Do: * Provide a wide variety of administrative support to multiple team members, including the Studio Director. * Prepare routine and advanced correspondence including letters, meeting agendas, meeting minutes, and reports. * Manage lobby area. Open lobby; ensure coffee is stocked and accessible; greet guests upon arrival; maintain supply of water/soda for guests and meetings. * Answer incoming calls. Distribute incoming mail and packages. * Maintain office organization (clean break rooms, water plants, organize conference rooms, etc.). Purchase and maintain office supplies. * Schedule meetings, conference calls, and appointments; arrange for catering if necessary. * Schedule rental cars; coordinate with rental company on maintenance of long-term rentals. Maintain calendars for long-term rental cars, conference rooms, and other resources. * Coordinate, report, and follow up on building maintenance and security issues; serve as point of contact for vendor and building maintenance. * Assist with administrative needs for other offices as needed. * Assist with regional office Architecture and Engineering and Interiors lunch and learns including ensuring room availability, coordinating lunch arrangements, clean up, and recording attendance. * Maintain regional office page on company intranet. * Serve as an employee onboarding liaison for new employees; ensure the onboarding experience is effective. * Assist with marketing efforts and research. * Assist with preparation for monthly studio huddles. * Assist with Project Related Documents. 1. Monitor project submittal and filing deadlines and keep project leaders informed of deadlines. 2. Prepare project specifications and ensure accuracy. 3. Serve as editor and final review of all project documentation prior to release to client. 4. Manage construction administration process and documentation via use of ProCore or other on-line platform. 5. Assist with maintaining client contacts and information in Deltek CRM. Education and Experience: * Educational Background: Bachelor's degree or equivalent in education, training and experience. * Experience: 2-5 years of experience functioning in an administrative capacity. Building design industry experience preferred but not required. * Software Skills: Microsoft Windows Environment, Microsoft Office: Word, PowerPoint, Excel, Access; InDesign experience and basic knowledge of Deltek Vantagepoint preferred. Experience with ProCore desirable. Why BSA? At BSA, we empower our team members to make a meaningful impact. As a 100% employee-owned firm recently recognized by Zweig Group as one of the 2025 Best Firms To Work For and a Top 25 Hot Firm, you'll have a direct financial stake in our growth and success while benefiting from a collaborative and innovative environment. Join us and be part of a team dedicated to creating spaces that support healing, learning, and discovery. Exceptional Benefits: We offer a comprehensive benefits package including: * Medical, dental, and vision coverage * Flexible Time Off (FTO) * Parental leave * Paid volunteer time and a giving back Program * Employer-matched retirement funds and Employee Stock Ownership Plan (ESOP) * Modern, collaborative work environment with free parking at all studios Why You’ll Thrive at BSA: Our core values define us: * Partners: Our employee-owners value team success as well as individual success. * Purposeful: Our experts are solution oriented, creating inspired solutions in healing, learning, and discovery environments. * Learners: We are constantly striving for expertise and sharing knowledge. * Owners: We are committed to a culture of empowerment; thinking and acting like employee-owners to ensure the success of our clients and our business. * Ideal Team Players: We are humble, hungry, and smart. If these values resonate with you, we encourage you to apply and take the next step in your career with BSA! BSA is an Equal Opportunity Employer.

Responsibilities

The Office Manager will provide administrative support to team members, manage the lobby area, and maintain office organization. Additionally, the role involves scheduling meetings, coordinating building maintenance, and assisting with project-related documents.