Business Office Assistant

Contribute to development of administrative policies and procedures.

Maintain supplies, office equipment, and public areas (lobby, conference rooms, break room, print room).

Manage incoming and outgoing mail, including stamping, logging, and distribution.

Maintain accounting and corporate filing systems.

Support digital archive management and help staff access records.

Inform supervisor of appropriate training opportunities that would benefit job performance (workshops, conferences, online software training, etc.)

Support document preparation including printing, filing, template management, and corporate records.

Support design professionals with word processing, report/specification formatting, and scheduling.

Assist with accounting with data entry, payroll, billings, receivables and payables.

Promote technical sharing within the office

Prepare checks and mailings for Business Office.

Seek out expertise from within the office (question experienced employees and research library of typical designs)

Serve as front desk receptionist, greeting visitors and answering phones.

Foster FPC’s culture.

Prepare materials for meetings, presentations, and signatures.

Request and track Certificates of Insurance.

Support IT by reporting technology issues, maintaining equipment logs, and assisting with conference room technology.

Coordinate catering, supplies, and logistics for in-office and off-site events.

Assist with project set-up and on-going support for Vision/ERP and CRM.

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.

Participate in activities outside of the office that promote the firm’s reputation and visibility as thought leaders.

Maintain the office’s SharePoint site, ensuring documents and policies are current.

Assist in planning and coordinating office events such as meetings, lunch-and-learns, parties, volunteer activities, and training sessions.

Make coffee, run/load dishwasher, and ensure shared spaces are orderly and guests are accommodated.

Manage conference room schedules.

Assist Business Office with employee hiring and onboarding.

Participate in FPC University programs and presentations.

Support project managers in administrative tasks.

Log and track project submittals and assist with design-build coordination (contracts, permitting, purchasing, deliveries, and site visits).

Communicate with the property manager and/or custodial team on building needs.

Develop a relationship with a mentor within the office

Ability to manage multiple priorities in a fast-paced environment.

Professional Services Environment Preferred

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with ERP/CRM systems a plus.

Attention to detail and quality of work

1-3 years of administrative, office or clerical experience.

Strong organizational and time-management skills.

Excellent written and verbal communication skills.

Professional, approachable, and proactive demeanor.

Family Support: Paid parental leave and emergency family leave.

Comprehensive Benefits: Medical/dental/vision insurance, 401K, paid holidays, paid annual leave, and employee stock ownership opportunities.

Professional Growth: Support for continuing education, leadership development, and participation in professional organizations.

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.

Creative Environment: Work in a newly renovated office in the historic Light Building in downtown San Antonio.