About Us:
Heitman Architects is an award winning, architectural practice located in Itasca, Illinois. Nationally recognized as an industry leader, Heitman has designed some of the most highly visible corporate / manufacturing facilities in the greater Chicago area. Heitman Architects was awarded NAIOP Chicago’s Architectural Firm of the Year in 2016, and again in 2020. HEITMAN ARCHITECTS received CoreNET Global’s Sustainable Leadership Award in 2016. Our practice’s focus on sustainability, emerging innovative technology, and great design has defined our national reputation.
About the Job:
HEITMAN ARCHITECTS is seeking an experienced office manager / accounts specialist to provide administrative office services and general accounting for our small, dynamic, and nationally recognized architectural design practice. It is a vital, full-time position supporting all administrative operations. The ideal candidate must have established experience in office administration and financial management within architectural practice or related construction industries. Strong organizational skills, self-motivation to work independently, and the ability to balance multiple priorities will be required.
Responsibilities:
OFFICE MANAGEMENT
- Manage Day-To-Day office operations
- Maintain office calendars, contact data base and project directories
- Organize meetings, company events, and travel
- Assist with job contracts, project tracking
- Notarize waivers and other business documents
- Maintain Professional Licenses, Memberships, and Affiliations
HUMAN RESOURCES
- Process payroll with third party payroll service
- Post job openings, on-board new hires, maintain personal files
- Manage Group Insurance policies, and 401K plan
ACCOUNTING
- Generate monthly invoices
- Track A/R and A/P
- Post vendor invoices and cash receipts
- Reconcile bank statements
- Coordinate corporate tax filings and financial statements with third party CPA
- Conduct regular financial analysis and forecasting to support business decision-making and strategic planning.
- Collaborate with Project Managers and President to ensure accurate and timely project billing and financial reporting.
Qualifications:
- Bachelor's degree in accounting, finance, business administration, or related field required; advanced degree or professional certification (e.g., CPA) preferred.
- 10+ years of experience in office management, including human resources, accounting, and financial management, preferably within the architecture or design industry.
- Strong understanding of accounting principles, financial analysis, and budgeting processes.
- Proficiency in accounting software (e.g., QuickBooks, SAP, or similar) and Microsoft Office suite; experience with Deltek Vision is a plus.
- Excellent organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
- Exceptional attention to detail and accuracy in financial record-keeping and reporting.
- Effective communication and interpersonal skills, with the ability to interact professionally with clients, colleagues, and vendors.
- Proven leadership and team management experience, with the ability to motivate and mentor staff.
- Demonstrated integrity, discretion, and confidentiality in handling sensitive financial information.
- Knowledge of architectural project management processes and terminology is a plus.
Benefits:
- Competitive salary commensurate with experience and qualifications.
- Comprehensive benefits package, including health insurance, retirement plans, and paid time off.
- Collaborative and dynamic work environment with opportunities for career growth and advancement.
Visit our website at www.heitmanarchitects.com
Send resumes to admin@heitmanarchitects.com
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Office Management, including Human Resources: 10 years (Preferred)
- Accounting and Financial Management: 10 years (Preferred)
Ability to Commute:
- Itasca, IL 60143 (Required)
Ability to Relocate:
- Itasca, IL 60143: Relocate before starting work (Required)
Work Location: In person