SO – IL, an architectural design firm based in Brooklyn, New York, is seeking a motivated operations professional with at least 3 years of experience. The ideal candidate will have hands-on experience managing the day-to-day needs of a 25-person office. This role will interact with all levels of the organization, interface with clients and industry partners, and coordinate externally with operations-leading professionals including accountants, lawyers, and insurance companies. The position requires working closely with the Principals and Senior Associates at the office on a daily basis.
In addition to a highly organized and self-directed individual, the person in this role should have exceptional interpersonal and communication skills. Alongside managing the office's administrative needs, the Director of Operations works to maintain a positive office culture, assisting the management team in balancing the office's larger goals with the individual needs and experience of its employees. This position also acts as a first point of contact for many interactions from outside the office, and as such must strive to establish and maintain positive and communicative relationships.
As SO – IL enters an exciting moment of rapid growth and expansion, we are seeking an individual with a desire to grow alongside the firm. This position presents a unique opportunity to play an integral role in ushering an internationally recognized design firm into its next iteration.
-General office administration, including ordering supplies, basic IT troubleshooting, and ensuring the proper maintenance of office facilities
-Administration of general HR (benefits, time off, etc.) via Justworks
-Coordination of active schedules across the organization
-Acting as a main point of contact for the office, maintaining open lines of communication with clients, institutional partners, and industry contacts
-Coordination of weekly meetings with senior staff and Principals to ensure that projects are properly resourced, schedules are maintained, and internal strategic projects are moving forward
-Overseeing the recruitment process for all levels of the organization, including coordination of interview process, onboarding and offboarding, contract negotiation and visa paperwork
-Tracking of ongoing project budgets with project managers
-Coordination of monthly invoicing, liaising between project managers and accounting team
-Management of contracts workflow, liaising with outside lawyer, project managers, and insurance provider to ensure that scope of work, fee proposals, schedules, and insurance coverages are satisfied
-Office event planning (occasional skill sharing events, happy hours, annual holiday party, etc.)
-Ability to work flexibly in a demanding environment.
-Confidence to manage uncertainty and prioritize competing deadlines
-A flexible and proactive approach
-Demonstrated experience “managing up”
-Excellent communication skills, with an ability to adapt communication styles based upon audience and circumstance
-The ideal candidate is outgoing and personable, this being an incredibly forward-facing role
-Experience with HR compliance and regulations, especially with regards to visa programs (J1 and F1 in particular) is beneficial
-Some experience with contract administration and finance, with the ability to communicate with professionals outside of the office, is beneficial
-Experience working with the Adobe design programs, particularly InDesign, is beneficial
-A background or interest in architecture/the arts is beneficial but not required
Prior demonstrable experience in a similar role is necessary. While there is the opportunity to learn and grow with the organization, this is a dynamic position within a fast-paced office.
How To Apply
To be considered for the position please include the following documents:
1. CV / Resume
2. A cover letter containing the following:
-An introduction of yourself
-Why you would be a good fit for this position
-Your preferred start date
3. Three professional references
Email [email protected]; the subject of the email should read “YOUR NAME_DIRECTOR OF OPERATIONS”
Unfortunately due to the volume of applications we are not able to reach out to every inquiry. We will follow-up with qualified candidates via email to schedule interviews. Please no phone calls or unscheduled office visits.
You can apply for this job only from United States