Job Description

International Architects Atelier (IAA) is a distinguished, award-winning design firm founded in 1988 and headquartered in Kansas City. Our firm is built on a foundation of Collaboration , bringing together passionate and creative technical experts dedicated to exceptional service. We are committed to translating our clients' visions into innovative, solution-oriented designs that achieve Excellence and stand the test of time.

At IAA, we champion Integrity , Community , Innovation , and Sustainability in every project, aiming to enhance the built environment in a meaningful and responsible manner. We foster a collaborative environment where every team member contributes to enriching our designs with diverse expertise and insights. Our extensive portfolio, including significant projects for public agencies and higher education institutions, showcases our commitment to these values.

As part of our commitment to Excellence and the smooth functioning of our operations, IAA is seeking a highly organized and detail-oriented Office Manager . This crucial role will be the backbone of our administrative and financial operations, ensuring the firm runs efficiently and effectively. The successful candidate will manage the day-to-day administrative duties while maintaining the integrity of our financial records.

This role requires strong proficiency in QuickBooks and meticulous attention to financial detail, upholding IAA's commitment to Integrity .

Accounts Payable (A/P):

• Manage the full A/P cycle: Entering and paying bills in QuickBooks, cutting check payments, and processing mailed/EFT payments.
• Issue checks to reimburse employee expenses .

Accounts Receivable (A/R) & Invoicing:

• Prepare and issue invoices and send them to clients.
• Entering and receiving payments for invoices in QuickBooks.
• Prepare deposit slips and track payments received, ensuring proper filing.
• Keep track of invoicing status and consultant payments according to contract/fee proposals.

Payroll & Liabilities:

• Manage payroll processing via QuickBooks Assisted Payroll.
• Review and approve employee timesheets using eBillity and sync with QuickBooks.
• Process and track payroll liabilities.
• Coordinate with the CPA.

Reconciliation & Reporting:

• Perform monthly bank reconciliations in QuickBooks.
• Produce critical financial reports, including cash flow/income projection, expenses, accounts receivable (A/R) aging, and project hours vs. fee .
• Work with the CPA on quarterly and end-of-year financials.

System Management:

• Create and maintain accurate records for new customers and vendors in QuickBooks.
  

• Process comprehensive new hire paperwork .
• Manage initial new hire orientation.
• Maintain employee records in both QuickBooks and hard files.
• Coordinate enrollment for employee benefits.
• Renew all necessary insurances.
• Maintain all office and professional licenses.
  

• Manage and draft essential project documentation.
• Maintain high standards for office presentation and ensuring equipment performance.
• Manage incoming and outgoing correspondence: collecting, sorting, distributing, and processing all mail .
• Manage and maintain all office filing systems .
• Maintain and update the office mailing list/contact list/product library.
• Manage general office supplies inventory and ordering.
• Manage light kitchen duties.
• Serve as the welcoming voice of IAA by answering and transferring incoming phone calls .
  

Educational Requirements: A College degree from an accredited four-year university , preferably in a related field such as Business Management, Accounting, Communications, or Architecture .

Required Skills:

• Proven proficiency with QuickBooks (or similar accounting software) and payroll management.
• Exceptional organizational skills and a meticulous attention to detail.
• Excellent written and verbal communication skills are essential.
• Ability to handle confidential information with the utmost discretion and Integrity .
• Proactive, self-motivated, and capable of managing multiple priorities effectively.
  

You will be joining a team where your contributions are highly valued and directly support the creation of designs that strengthen the Community . If you are a disciplined professional who values Collaboration and operational Excellence , we encourage you to apply. 

Cultivating a diverse team is central to our core values as a woman and minority-owned firm. We are an Equal Employment Opportunity Employer.

This position is full-time, with excellent benefits and competitive compensation. To be considered, please email your resume and a cover letter in PDF format to kraab@i-a-a.com. 

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