Senior Administrator

Company Overview:  We inspire a passionate community of architects, engineers and builders with software that creates a proactive approach to technical management of the design process. ICONIC BIM is an exciting startup that has seen nearly 2x growth in service bookings year-over-year. We are fortunate to have the most respected firms in the world as our customers and we are just getting started. Join us!

Job Overview:  The Senior Administrator is responsible for overseeing the day-to-day administrative functions and operation of the company to ensure organizational efficiency. This role involves managing office resources, handling vendor relationships, coordinating office procedures, along with bookkeeping/ accounting and HR support. This will work closely with the CEO and various departments to optimize workflow and maintain a productive and positive office environment. The ideal candidate has strong organizational, and problem-solving skills, with the ability to adapt to changing business needs. This position is crucial for ensuring the smooth running of office functions, supporting team members, and upholding company policies and standards. Working hours are flexible and the position is remote. However, the candidate must reside in the State of Montana.

Essential Functions (Major Duties or Responsibilities):

Office Management: Oversee the day-to-day administrative responsibilities of the office, ensuring smooth and efficient functioning.

Bookkeeping/Accounting:  Work closely with CEO for asset inventory tracking, depreciation schedules, cash flow analysis, Accounts Receivable and Accounts Payable, and reconciliations.  Handle expense tracking, review financial statements, sales or activity reports or other performance data to measure productivity or goal achievement or to identify areas needing cost reduction or program improvement.  Provide customer service to vendors, clients and other organizations.  Invoicing and collections.

Budget Management: Develop and manage office budget, track expenditures, and ensure cost-effective resource utilization.

Vendor Management: Coordinate and communicate with external vendors.

Process Improvement: Identify areas of inefficiency and implement strategies to improve office processes and productivity.

Compliance: Ensure compliance with company policies and legal regulations related to office operations, laws and regulations (tax liability, employee filings, business insurance, etc.) across multiple states.

Event Coordination: Organize and coordinate office events, meetings, and training sessions, including managing logistics and booking travel.  Calendar management and project management.

Communication: Serve as a liaison between departments, ensuring effective communication and collaboration across the organization.

HR Support: Provide HR functions, such as onboarding new employees, state compliance in several states, manage office policies, payroll, and benefits administration (Simple IRA, health, dental, vision). 

Minimum Qualifications:  Experience: 7-10 years of experience in office management, administrative roles/support roles or an executive assistant.

Knowledge:

Office Management Principles:  Understanding of office procedures and best practices. Knowledge of administrative and clerical procedures.

Financial Acumen:  Basic principles of budgeting, financial management, and procurement.  Familiarity with accounting software and financial reporting.

Human Resources Assistance:  Onboarding new employees. Payroll. Benefits Administration.

Technology and IT:  Familiarity with office technology, including computers, printers, and phone systems.  Knowledge of common office software (e.g., Microsoft Office Suite, Teams, SharePoint, project management tools).

Skills:

Organizational:  Ability to manage multiple tasks and prioritize effectively with an attention to detail.  Strong time management and organizational abilities.

Communication:  Excellent verbal and written communication skills.  Ability to communicate effectively with staff, vendors, and stakeholders.

Problem-Solving:  Strong analytical and problem-solving abilities.  Ability to identify issues, gather information and implement effective solutions that simplify.

Project Management:  Skills in planning, executing, and monitoring projects.  Ability to manage resources and meet deadlines.

Customer Service:  Strong service orientation.

Special Requirements:   As part of our hiring process for the Senior Administrator position the applicant offered the position is required to successfully complete a comprehensive background check. This background check will include, but may not be limited to, verification of employment history, criminal record, and financial history relevant to the role.  Successful completion of the background check is a condition of employment. 

Our background check process complies with all applicable federal, state and local laws and regulations. We are committed to maintaining fair and equal employment practices and will consider the background check results in relation to the responsibilities of the job.