Benefits:- 401(k)
- 401(k) matching
- Bonus based on performance
- Competitive salary
- Dental insurance
- Free food & snacks
- Health insurance
- Paid time off
- Training & development
- Vision insurance
Office Assistant & Business Operations Coordinator
RG Architects | Fort Myers, FL | Full-Time
About RG Architects
RG Architects is a growing architectural firm dedicated to creating innovative design solutions and delivering exceptional service to our clients. We are seeking a highly organized, detail-oriented professional to support our administrative, operational, and project-related functions.
This role is ideal for someone who enjoys a variety of responsibilities and thrives in a collaborative, fast-paced professional environment.
Position Summary
The Office Assistant & Business Operations Coordinator provides administrative, project, and operational support to ensure the efficient day-to-day functioning of the firm. Responsibilities include contract administration, consultant coordination, licensing and compliance tracking, office management, and general business support.
Responsibilities
Contract & Project Administration
- Prepare, track, and maintain client contracts, consultant agreements, amendments, and work orders.
- Assist with proposals, qualifications packages, and project-related documentation.
- Monitor contract execution and obtain required signatures.
- Maintain project records, document logs, and digital filing systems.
- Support project managers with administrative and document control tasks.
- Coordinate project closeout documentation and records retention.
Business Operations & Compliance
- Track and maintain company licenses, registrations, certifications, and renewal deadlines.
- Manage consultant and vendor Certificates of Insurance (COIs) and compliance documentation.
- Maintain consultant, vendor, and client databases.
- Assist with insurance, licensing, and regulatory filings.
- Support employee onboarding and administrative processes.
- Maintain office procedures, forms, and operational documentation.
Office Administration
- Answer and direct incoming calls, emails, and visitors.
- Schedule meetings, appointments, and conference room reservations.
- Draft correspondence, reports, and meeting notes.
- Order and maintain office, kitchen, and operational supplies.
- Coordinate office vendors, maintenance services, deliveries, and housekeeping.
- Maintain organized physical and electronic filing systems.
- Assist with company events, meetings, and special projects.
Administrative & Financial Support
- Assist with invoicing, data entry, expense tracking, and records management.
- Support proposal submissions and business development activities.
- Provide administrative support to leadership and project teams.
Qualifications
- Associate's or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
- 3+ years of experience in administrative support, office management, project coordination, or business operations.
- Experience in an architecture firm, AEC industry, or professional services environment preferred.
- Experience with contracts, proposals, work orders, consultant coordination, licensing, insurance certificates, or compliance tracking preferred.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, Teams, and SharePoint.
- Strong organizational, communication, and time-management skills.
- Ability to manage multiple priorities while maintaining a high level of accuracy and professionalism.
- Experience with Deltek Ajera or similar project management/accounting software is a plus.
Additional Requirements
- Must have reliable transportation and a valid driver's license with an acceptable driving record.
- Ability to travel locally as needed for business-related activities.
Why Join RG Architects?
- Competitive Compensation
- Paid Time Off (PTO)
- Professional Development Opportunities
- Career Growth Potential
- Supportive and Collaborative Team Environment
Apply Today
If you are a proactive and organized professional looking to build your career in a dynamic architectural firm, we encourage you to apply and become a valued member of the RG Architects team.
Location: Fort Myers, Florida
Schedule: Full-Time, Monday-Friday
Work Location: In-Person
Reports To: Business Manager