Job Description

POSITION SUMMARY:

The Business Office Assistant provides essential administrative and operational support to Ford, Powell & Carson Architects and Planners, Inc. (FPC). This role ensures smooth day-to-day office operations, supports project and financial processes, and contributes to maintaining an efficient, professional, and collaborative workplace. The ideal candidate is organized, detail-oriented, and proactive, with the ability to balance clerical responsibilities, event coordination, and project support in a dynamic architectural environment.

KNOWLEDGE AND EXPERIENCE REQUIREMENTS:

· 1-3 years of administrative, office or clerical experience.

· Professional Services Environment Preferred

· Attention to detail and quality of work

· Strong organizational and time-management skills.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with ERP/CRM systems a plus.

· Excellent written and verbal communication skills.

· Ability to manage multiple priorities in a fast-paced environment.

· Professional, approachable, and proactive demeanor.

· Appreciation for FPC’s history, our local community, historic preservation, and sustainability

· In office hours are Monday through Friday, 8:30AM to 5:30PM

KEY RESPONSIBILITIES:

Office Administration & Reception

· Serve as front desk receptionist, greeting visitors and answering phones.

· Manage incoming and outgoing mail, including stamping, logging, and distribution.

· Maintain supplies, office equipment, and public areas (lobby, conference rooms, break room, print room).

· Make coffee, run/load dishwasher, and ensure shared spaces are orderly and guests are accommodated.

· Support document preparation including printing, filing, template management, and corporate records.

Event & Meeting Coordination

· Assist in planning and coordinating office events such as meetings, lunch-and-learns, parties, volunteer activities, and training sessions.

· Manage conference room schedules.

· Prepare materials for meetings, presentations, and signatures.

· Coordinate catering, supplies, and logistics for in-office and off-site events.

Project & Design Support

· Assist with project set-up and on-going support for Vision/ERP and CRM.

· Support design professionals with word processing, report/specification formatting, and scheduling.

· Log and track project submittals and assist with design-build coordination (contracts, permitting, purchasing, deliveries, and site visits).

· Support project managers in administrative tasks.

Business Office & Financial Support

· Prepare checks and mailings for Business Office.

· Assist with accounting with data entry, payroll, billings, receivables and payables.

· Maintain accounting and corporate filing systems.

· Request and track Certificates of Insurance.

· Assistant Business Office with a variety of business activities.

Facilities & IT Support

· Communicate with the property manager and/or custodial team on building needs.

· Support IT by reporting technology issues, maintaining equipment logs, and assisting with conference room technology.

HR & Policy Support

· Assist Business Office with employee hiring and onboarding.

· Maintain the office’s SharePoint site, ensuring documents and policies are current.

· Contribute to development of administrative policies and procedures.

· Support digital archive management and help staff access records.

FIRM

· Demonstrate a willingness to take initiative.

· Foster FPC’s culture.

· Achieve excellence.

MENTORSHIP

· Develop a relationship with a mentor within the office

· Seek out expertise from within the office (question experienced employees and research library of typical designs)

· Participate in activities outside of the office that promote the firm’s reputation and visibility as thought leaders.

PROFESSIONAL DEVELOPMENT

· Promote technical sharing within the office

· Inform supervisor of appropriate training opportunities that would benefit job performance (workshops, conferences, online software training, etc.)

· Participate in FPC University programs and presentations.

WHY YOU’LL LOVE WORKING HERE

· Community & Social Impact: We are dedicated to our local community and the environment, pursuing B-Corporation and JUST label certifications. We also engage in pro-bono work and offer paid time-off for volunteering.

· Wellness Initiative: Enjoy wellness programs, including a wellness room, on-site gym, ergonomic and green workspaces, and community wellness activities.

· Family Support: Paid parental leave and emergency family leave.

· Professional Growth: Support for continuing education, leadership development, and participation in professional organizations.

· Collaborative Culture: Join a team that values creativity, craft, and collaboration.

· Creative Environment: Work in a newly renovated office in the historic Light Building in downtown San Antonio.

· Comprehensive Benefits: Medical/dental/vision insurance, 401K, paid holidays, paid annual leave, and employee stock ownership opportunities.

FPC is committed to fostering a diverse, equitable, and inclusive workplace. We value the unique perspectives and experiences of our team members and strive to create an environment where everyone can thrive.

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