Abacus Solutions Group is recruiting for an Office Manager for a small Architectural & Design Firm, located in Baltimore City. This role would be 4 days in office and one day remote.
Position Summary:
We are seeking a highly organized, professional, and resourceful Office Manager to oversee the daily operations of our Baltimore-based architecture and design firm. This individual will wear multiple hats and serve as a critical partner to firm leadership by managing office operations, supporting human resources functions, coordinating administrative activities, and maintaining confidential personnel and business information.
The ideal candidate thrives in a fast-paced, collaborative environment, possesses exceptional attention to detail, and demonstrates the highest level of integrity and discretion. This role requires a proactive professional who can anticipate needs, solve problems independently, and create an efficient, welcoming, and productive office environment.
Key Responsibilities:Office Operations & Administration
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Manage the day-to-day operations of the office to ensure efficiency and professionalism.
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Serve as the primary point of contact for vendors, property management, service providers, and office-related contractors.
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Oversee office supplies, equipment, inventory, and facilities management.
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Coordinate office maintenance, repairs, and workplace improvements.
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Manage incoming communications, mail, deliveries, and general office correspondence.
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Support leadership with scheduling, travel arrangements, meeting coordination, and special projects.
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Coordinate company events, team meetings, employee celebrations, and client-facing activities.
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Maintain company records and filing systems, both electronic and physical.
Human Resources Support
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Assist with recruiting activities, including job postings, interview scheduling, candidate communications, and onboarding coordination.
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Facilitate new hire onboarding and employee orientation.
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Maintain employee personnel files and HR documentation.
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Support benefits administration, enrollment processes, and employee communications.
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Assist with employee relations matters while maintaining strict confidentiality.
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Coordinate performance review cycles and HR-related reporting.
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Employee HR Review process coordination and administration.
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Track mandatory trainings, certifications, and compliance requirements.
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Ensure compliance with applicable federal, state, and local employment laws and regulations.
Payroll & Employee Administration
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Support payroll preparation by tracking employee information, attendance records, PTO, and related documentation.
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Maintain employee records, organizational charts, and HR databases.
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Assist with leave requests, workers' compensation documentation, and other employment-related administration.
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Manage confidential compensation and personnel information.
Financial & Administrative Support
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Assist with accounts payable and accounts receivable processes.
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Process invoices, expense reports, and vendor payments.
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Support budget tracking and administrative reporting.
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Coordinate vendor contracts and service agreements.
Confidential & Executive-Level Support
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Handle highly sensitive employee, compensation, financial, and business information with absolute discretion.
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Prepare confidential reports, presentations, and correspondence for senior leadership.
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Support ownership and leadership team with strategic administrative initiatives.
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Maintain confidentiality regarding business operations, personnel matters, client information, and firm performance.
Qualifications:
Required Experience
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Bachelor's degree preferred; equivalent experience considered.
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5+ years of experience in office management, operations, human resources, executive administration, or a related role.
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Experience supporting senior leadership and managing confidential information.
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Strong knowledge of HR administration and employment practices.
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Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
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Excellent verbal and written communication skills.
Preferred Experience
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Experience in an architecture, design, engineering, construction, professional services, or consulting environment.
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Familiarity with payroll systems, HRIS platforms, and benefits administration.
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Experience coordinating recruiting and onboarding activities.
Key Competencies:
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Exceptional organizational and multitasking abilities
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High level of professionalism and discretion
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Strong interpersonal and relationship-building skills
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Ability to prioritize competing demands effectively
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Problem-solving and critical-thinking skills
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Attention to detail and accuracy
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Customer service mindset
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Initiative and accountability
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Strong judgment and decision-making abilities
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Confidentiality and ethical conduct
What Success Looks Like:
The successful Office Manager will become a trusted business partner to leadership, creating a highly organized and efficient workplace while ensuring employees, clients, and visitors have a positive experience. This individual will confidently manage sensitive information, support HR initiatives, and help maintain the professional culture and operational excellence that define our architecture and design firm.
