Business Office Assistant

Overview

Provides admin and operational support to an architecture firm.

Key Responsibilities

• erp support
• sharepoint management
• document preparation
• front desk
• mail management
• project coordination

Tasks

Support project managers in administrative tasks. Support design professionals with word processing, report/specification formatting, and scheduling. Assist with project set-up and on-going support for Vision/ERP and CRM. Make coffee, run/load dishwasher, and ensure shared spaces are orderly and guests are accommodated. Request and track Certificates of Insurance. Manage incoming and outgoing mail, including stamping, logging, and distribution. Manage conference room schedules. Prepare checks and mailings for Business Office. Maintain accounting and corporate filing systems. Support IT by reporting technology issues, maintaining equipment logs, and assisting with conference room technology. Assist Business Office with employee hiring and onboarding. 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. Contribute to development of administrative policies and procedures. Serve as front desk receptionist, greeting visitors and answering phones. Coordinate catering, supplies, and logistics for in-office and off-site events. Maintain the office’s SharePoint site, ensuring documents and policies are current. Develop a relationship with a mentor within the office Promote technical sharing within the office Participate in FPC University programs and presentations. Assist in planning and coordinating office events such as meetings, lunch-and-learns, parties, volunteer activities, and training sessions. Log and track project submittals and assist with design-build coordination (contracts, permitting, purchasing, deliveries, and site visits). 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. Communicate with the property manager and/or custodial team on building needs. Prepare materials for meetings, presentations, and signatures. Foster FPC’s culture. Assist with accounting with data entry, payroll, billings, receivables and payables. Inform supervisor of appropriate training opportunities that would benefit job performance (workshops, conferences, online software training, etc.) Maintain supplies, office equipment, and public areas (lobby, conference rooms, break room, print room). Support document preparation including printing, filing, template management, and corporate records. Support digital archive management and help staff access records.

Requirements

• microsoft office
• erp/crm
• 1-3 years
• organizational
• communication
• detail oriented

What You Bring

Strong organizational and time-management skills. Attention to detail and quality of work Ability to manage multiple priorities in a fast-paced environment. Professional, approachable, and proactive demeanor. 1-3 years of administrative, office or clerical experience. Professional Services Environment Preferred Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with ERP/CRM systems a plus. Excellent written and verbal communication skills.

People Also Searched For

Benefits

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

About Ford Powell & Carson, Inc.

-Blend urban design, master planning, and building design into cohesive cultural and civic projects. -Offer full-service architecture, including programming, schematic through construction, interior design, and BIM modeling. -Integrate design-build delivery, uniting architects, interior designers, and contractors under one roof. -Specialize in campus and civic planning, custom residential, and large-scale preservation projects. -Restore iconic landmarks like the Alamo complex, state capitol, Trinity University, and River Walk segments. -Commit to economy, regional materials, and climate-responsive architectural craft.

Sector Specialisms