Talent.com
Business Office Assistant

Business Office Assistant

Ford Powell & Carson, Inc.San Antonio, TX, US
job_description.job_card.variable_days_ago
serp_jobs.job_preview.job_type
  • serp_jobs.job_card.full_time
job_description.job_card.job_description

Job Description

POSITION SUMMARY :

The Business Office Assistant provides essential administrative and operational support to Ford, Powell & Carson Architects and Planners, Inc. (FPC). This role ensures smooth day-to-day office operations, supports project and financial processes, and contributes to maintaining an efficient, professional, and collaborative workplace. The ideal candidate is organized, detail-oriented, and proactive, with the ability to balance clerical responsibilities, event coordination, and project support in a dynamic architectural environment.

KNOWLEDGE AND EXPERIENCE REQUIREMENTS :

  • 1-3 years of administrative, office or clerical experience.
  • Professional Services Environment Preferred
  • Attention to detail and quality of work
  • Strong organizational and time-management skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with ERP / CRM systems a plus.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple priorities in a fast-paced environment.
  • Professional, approachable, and proactive demeanor.
  • Appreciation for FPC’s history, our local community, historic preservation, and sustainability
  • In office hours are Monday through Friday, 8 : 30AM to 5 : 30PM

KEY RESPONSIBILITIES :

Office Administration & Reception

  • Serve as front desk receptionist, greeting visitors and answering phones.
  • Manage incoming and outgoing mail, including stamping, logging, and distribution.
  • Maintain supplies, office equipment, and public areas (lobby, conference rooms, break room, print room).
  • Make coffee, run / load dishwasher, and ensure shared spaces are orderly and guests are accommodated.
  • Support document preparation including printing, filing, template management, and corporate records.
  • Event & Meeting Coordination

  • Assist in planning and coordinating office events such as meetings, lunch-and-learns, parties, volunteer activities, and training sessions.
  • Manage conference room schedules.
  • Prepare materials for meetings, presentations, and signatures.
  • Coordinate catering, supplies, and logistics for in-office and off-site events.
  • Project & Design Support

  • Assist with project set-up and on-going support for Vision / ERP and CRM.
  • Support design professionals with word processing, report / specification formatting, and scheduling.
  • Log and track project submittals and assist with design-build coordination (contracts, permitting, purchasing, deliveries, and site visits).
  • Support project managers in administrative tasks.
  • Business Office & Financial Support

  • Prepare checks and mailings for Business Office.
  • Assist with accounting with data entry, payroll, billings, receivables and payables.
  • Maintain accounting and corporate filing systems.
  • Request and track Certificates of Insurance.
  • Assistant Business Office with a variety of business activities.
  • Facilities & IT Support

  • Communicate with the property manager and / or custodial team on building needs.
  • Support IT by reporting technology issues, maintaining equipment logs, and assisting with conference room technology.
  • HR & Policy Support

  • Assist Business Office with employee hiring and onboarding.
  • Maintain the office’s SharePoint site, ensuring documents and policies are current.
  • Contribute to development of administrative policies and procedures.
  • Support digital archive management and help staff access records.
  • FIRM

  • Demonstrate a willingness to take initiative.
  • Foster FPC’s culture.
  • Achieve excellence.
  • MENTORSHIP

  • Develop a relationship with a mentor within the office
  • Seek out expertise from within the office (question experienced employees and research library of typical designs)
  • Participate in activities outside of the office that promote the firm’s reputation and visibility as thought leaders.
  • PROFESSIONAL DEVELOPMENT

  • Promote technical sharing within the office
  • Inform supervisor of appropriate training opportunities that would benefit job performance (workshops, conferences, online software training, etc.)
  • Participate in FPC University programs and presentations.
  • WHY YOU’LL LOVE WORKING HERE

  • Community & Social Impact : We are dedicated to our local community and the environment, pursuing B-Corporation and JUST label certifications. We also engage in pro-bono work and offer paid time-off for volunteering.
  • Wellness Initiative : Enjoy wellness programs, including a wellness room, on-site gym, ergonomic and green workspaces, and community wellness activities.
  • Family Support : Paid parental leave and emergency family leave.
  • Professional Growth : Support for continuing education, leadership development, and participation in professional organizations.
  • Collaborative Culture : Join a team that values creativity, craft, and collaboration.
  • Creative Environment : Work in a newly renovated office in the historic Light Building in downtown San Antonio.
  • Comprehensive Benefits : Medical / dental / vision insurance, 401K, paid holidays, paid annual leave, and employee stock ownership opportunities.
  • FPC is committed to fostering a diverse, equitable, and inclusive workplace. We value the unique perspectives and experiences of our team members and strive to create an environment where everyone can thrive.

    serp_jobs.job_alerts.create_a_job

    Office Assistant • San Antonio, TX, US