Office Manager – Studio ORD


This position is within the Studio ORD office, working in conjunction with our Joint Venture partners, on the O’Hare Global Terminal and Concourse.  For more information on this studio and project, please visit www.studioord.com.

The Studio ORD Office Manager is a member of the SCB project team supporting the Studio ORD Joint Venture’s Project Managers Senior Architects, Project Architects and Architects. The Office Manager will provide administrative support in areas of office operations management, executive assistant duties, reception, documentation, communications, filing, scheduling, and coordination of project documents. This position is a corporate position with some location specific responsibilities as outlined below.

Primary Duties and Responsibilities

  • Calendar Maintenance: maintain calendars where necessary and schedule meetings & conference rooms, advise of conflicts and have a general awareness of their schedules as other studio members will look to you for this information.
  • Communications: Process and distribute incoming/outgoing mail, packages or deliveries when necessary.
  • Corporate Support: Order supplies for studio, maintain studio copiers/printers (i.e., contact the print room associate to replace toner, bring copy paper or handle problems with the machine) Keep paper trays filled, supplies stocked in area, etc., with the primary goal of providing seamless service to studio.
  • Contact Information: Maintain and update contacts for staff and projects in Newforma.
  • Expense Reports: Process expense reports and monthly credit card statements for executive staff.
  • Filing: Maintain knowledge of project directories. Correctly prepare and effectively maintain project-filing system, including project documents, submittals, and computer-generated files, in coordination with Document Control staff
  • Recruiting: Process resumes, maintain resume and interview logs, and schedule interviews as requested.
  • Staffing: Assist in updating weekly staffing projections which are due at the end of each week for the JV office and SCB offices.
  • Airport Security Badging: Process and maintain security badging credentials for staff, coordinating with Airport Authorities.
  • Processing Project Related Documentation:
    • RFIs and Submittals: Process RFI’s and Submittals through Newforma and train new architects/designers on maintenance, updating and processing project RFIs and Submittals as needed.
    • General Correspondence: Train and assist new architects/designers on preparation of transmittals, letters, memos, meeting minutes, punch lists and Excel spreadsheets.
    • Contract Documents: Process Design Services Proposals (Scope of Fees) and contracts based on templates posted on intranet. Process AIA contract documents.
  • Reception: The Office Manager is responsible for covering Reception when the office has visitors.
  • Scheduling: Coordinate project meetings, including conference room bookings with Document Control staff. Coordinate food orders, setup and clean up with for all project related meetings involving studio members and visitors. Assist in the scheduling of studio outings and events.
  • Pantry Maintenance: The Office Manager is required to assist in the maintenance of the pantry. This includes making sure the area is clear of dirty dishes, counters cleaned, dishwashers run on a timely basis, necessary supplies available, etc.
  • Support Meetings: Support meetings will be scheduled from time to time at which attendance is required.
  • JV Board: Schedule, support and provide support to the JV Board and JV Executives for all Board of Directors activities.

Essential Skills/Attributes

  • Minimum 3-5 years’ experience. Architecture firm experience a plus.
  • Experience with AIA contract documents and submittal processing experience desired.
  • High energy necessary for working in a fast-paced environment.
  • Excellent grammar, writing, communication, and organizational skills.
  • Excellent typing skills, proficiency in Windows, MS Office, specifically word and excel with extensive knowledge of Outlook.
  • Familiarity with Newforma Project Management software
  • Excellent skills and proficiency with Adobe Acrobat and Photoshop and Microsoft PowerPoint
  • Ability to collaborate with many different people, at all levels- from other main office admins to executive level team members and be a team player as well as respond quickly to various demands.
  • Ability to multi-task, deal with deadlines and handle last-minute changes is essential.
  • Willingness to assist other support staff functions when requested.
  • Proactive, open to making suggestions and receptive to altering practices to streamline functions.
  • Availability to work overtime when required.
  • Physical ability to perform moderately strenuous, routine office-related tasks and duties with or without accommodation.

Perform Other Duties as Assigned

The above constitutes a general description of the Office Manager job duties as of the publication date. SCB reserves the right to alter job duties and assignments and to assign additional and/or alternative duties from time to time in its sole discretion.

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