Architectural Studio Coordinator

About the Role

This role provides vital support to the Accounting Manager and Project Managers while ensuring smooth day-to-day office operations for an architectural office in Addison, TX.

Responsibilities

• Accounting Support
  • Assign new project numbers using company templates and established standards.
  • Enter project budget information into the accounting system.
  • Assist Project Managers with client proposals using company templates.
  • Assist Project Managers with consultant’s agreement preparation and collections.
  • Obtain signed consultant contracts and maintain the Certificate of Insurance (COI) log.
  • Review consultant invoices with Project Managers for accuracy and compliance.
  • Verify consultant billing against contract values.
  • Act as a liaison between the accounting team and managers.
  • Assist Accounting Manager with the monthly billing process, including preparation and submission of invoices.
  • Review Accounts Receivable with Project Managers and assist with collection efforts.
  • Process Accounts Payable, including vendor setup and invoice data entry.
  • Provide miscellaneous assistance to the Accounting Manager as needed.
• Administrative Support
  • Oversee daily office operations and maintain general office upkeep and organization.
  • Monitor and order office supplies to ensure adequate inventory.
  • Coordinate vendor lunch presentations, including scheduling and catering.
  • Assist with planning and executing company events for the Dallas office.
  • Schedule and coordinate internal and external meetings, including conference room arrangements.
  • Serve as the primary point of contact for visitors, deliveries, and general office inquiries.
  • Provide miscellaneous assistance to team members and Project Managers as required.

Requirements

• Bachelor’s degree in business administration and minimum of 5 years of industry experience, or 7+ years’ equivalent experience in the A/E/C industry.
• Deltek Vantagepoint experience is a plus.
• Proficient in Microsoft Office Suite, with strong skills in Excel.
• Experience with billing, invoicing, accounting data entry, Accounts Payable, and Accounts Receivable.

Skills & Attributes

• Ability to work independently in a smaller office environment while staying connected with the broader team.
• Commitment to exceptional internal and external client service.
• Strong attention to detail and a high level of accuracy in all work.
• Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Effective verbal and written communication skills.
• Strong writing, editing, and proofreading abilities.
• Fast learner with the ability to adapt to changing needs and work both independently and collaboratively.
• Strong analytical and problem-solving abilities.
• Self-motivated and able to perform work with minimal supervision.