HKP Architects is Hiring

We are looking for a talented, self-motivated individual to join our team as an Office Manager and Marketing Coordinator. The ideal candidate is an outgoing person who is extremely organized, excels with customer service and interface, has experience with marketing business development, and is self-motivated to schedule and complete tasks.

This is a 0.8 to 1.0 FTE position. Includes full benefits.

The Company

HKP Architects is an award-winning firm located in Mount Vernon, Washington, specializing in educational, civic, affordable housing, and residential design. Our focus and passion centers around sustainability and community. Established in 1952, HKP has grown from a small-town general practice to a regionally recognized and respected firm known for service, quality and civic engagement. We are currently a talented group of seven, looking to double in size. Our culture fosters growth, collaboration, and personal job satisfaction.

Responsibilities

As the Office Manager you will be responsible for the day-to-day operations and logistics of HKP Architects, and their building, being “open for business.” This position is intended to be in-person, in-office.

Duties may include, but are not limited to:

• Head Barista (coffee is our life)

• Reception tasks including answering office phone and greeting visitors

• Manages the scheduling of Conference Rooms (in Outlook)

• Manages office supplies and equipment

• Receives, Distributes, and Sends Mail daily; Scans and forwards appropriate documents to Bookkeeper

• Maintains Postage and Mailing Supplies

• Manages Janitorial Services and supplies

• Coordinates with the firm’s IT consultant and with vendors for servicing

• Maintain annual membership registrations and software licenses

• Maintains filing systems of the firm’s Human Resources, Administration, and Management systems

• Coordinates with the Firm’s insurance providers

• Maintains the Firm’s technical and materials library, including code books

• Organizes office events

• Leads the implementation and use of time-keeping software

• Tracks and reports employee billable and non-billable hours, including holidays and Paid Time Off

• Tracks internal and project costs reimbursable to employees

• Tracks project reimbursable costs for Invoicing

• Works with outside bookkeeping to monitor tasks such as processing payroll, reconciling accounts, generating annual and monthly financial reports, managing payables and generating invoices

• Coordination with our Bookkeeper for invoicing from consultants, payments to consultants and vendors, and depositing payments from clients.

• Works with Bookkeeper to print checks, get Partner signatures, and post.

• Coordinate communications and invoicing with other building tenants and with building owner (HKP Properties) managing invoicing and payments for building utilities and maintenance services

• Creates and manages standardized forms and processes to facilitate efficient operations for the firm

• Oversees organization of General Office folders on the network.

As the Marketing Coordinator, you will manage all aspects of marketing and branding, and support HKP’s Project Administrator in Business Development.

• Maintains and oversees HKP’s Brand Guide and all uses of the brand identity

• Supports in the annual preparation of the Strategic Plan, and its alignment with Marketing

• Leads the Marketing Calendar

• Leads Website management

• Leads Blog Posts and Newsletters

• Leads Social Media content creation and account management

• Manages the Contact and Mailing list(s)

• Manages the Media List

• Assists with Hubspot (or other CRM) and supports HKP’s Project Administrator, as needed

• Leads with setting up Business Development opportunities

• Lead Public Relations Campaigns

• Leads Press Releases

• Leads in the hiring, scheduling, and execution of project and firm Photography

• Online review management – Yelp, Google, etc.

• Leads the development of Statement of Qualifications and Interview materials

• Leads award applications

• Leads with identifying and developing speaking engagement opportunities

• Leads with community outreach and volunteer opportunities

Pay and Benefits

• Base Salary $45,760.00 (.8 FTE) - $52,000.00 (1.0 FTE), commiserate on experience.

• Full Medical, Dental, and Vision Insurance (.8 FTE and above)

• Annual Bonus based on Net Profit

• Matching 401K Plan up to 3% Annual Salary

• Nine (9) Paid Holidays per year

• Fifteen (15) Paid Time Off Days per year

• $500 Continuing Education Stipend

Required Professional Skills

• Experience in providing support for Marketing, Finance, Human Resources, and Facility Operations.

• Self-motivated and able to work independently with clear direction

• Capable of managing multiple, complex schedules

• Able to consistently meet deadlines

• Able to quickly learn and utilize multiple technologies related to project management and business development/marketing.

• Ability to pitch in and assist on any level of task when the work calls for it

• Writing skills

• Friendly, welcoming

• Open and honest communications

Required Technical Skills

• Word

• Excel

• Powerpoint

• Quickbooks

• Abobe Acrobat

• Adobe Creative Cloud (InDesign, Photoshop and Illustrator specifically)

• Outlook

• Microsoft Teams

• Zoom

Beneficial Technical Skills

• Hubspot

• Harvest

• Smartsheet

Why Should You Apply?

• We have a unique team and a unique firm with a passion for design, community, and sustainability

• You enjoy being around other creative people and working together as a team

• You want to utilize your unique skills to help a small company grow to its full potential

Interested?

Please e-mail a cover letter and resume to Sarah Rowe (sarah@charrettevg.com).

Project Administrator Position Description

We are looking for a talented, self-motivated individual to join our team as a Project Administrator. The ideal candidate is an outgoing person who is extremely organized, works well with deadlines, and is driven to help grow a creative design firm.

This is a 0.8 to 1.0 FTE position. Includes full benefits.

The Company

HKP Architects is an award-winning firm located in Mount Vernon, Washington, specializing in educational, civic, affordable housing, and residential design. Our focus and passion centers around sustainability and community. Established in 1952, HKP has grown from a small-town general practice to a regionally recognized and respected firm known for service, quality and civic engagement. We are currently a talented group of seven, looking to double in size. Our culture fosters growth, collaboration, and personal job satisfaction.

Responsibilities

Work directly with the Partners, Project Architects, Project Managers, and Office Manager to manage project-related contracts, staffing levels, project performance tracking, and client invoicing, and assists with business development and marketing efforts.

• Supports development of proposals

• Manages Hubspot CRM for Business Development leads

• Leads the development of Fee Proposals

• Transitions Fee Proposals into Contracts; leads the review of Contracts with Risk Manager, with assistance from Partner, and Project Manager

• Leads in the Transition from Executed Contract to Client Invoicing; may have direct contact with clients for invoicing

• Implements and Manages project start-up process (Create Billing Sheets, setup project in Harvest and Papercut software, and Quickbooks set up with Bookkeeper)

• Leads with writing and implementing Fee Amendments for projects

• Leads the implementation and maintenance of project management software

• Leads the implementation of any new project management software

• Updates HKP’s 2-week look ahead schedule for Project status and staff hours

• Leads the Global Project Schedule, maintained via SmartSheet, HKP’s comprehensive resource tool for staffing level analysis of current work and potential new projects

• Tracks Project Team Performance against the fee and works with team to stay on schedule and budget

• Leads Client Invoicing; preparing drafts based on completion to date, reimbursables, contract amendments, and consultant invoices.

• Manages invoicing by consultants, tracking costs on respective project invoices, ensure consultants are not overbilling, ensure that consultants are paid once payment is received from the client

• Lead efforts to Archive projects – both on the network and physical files – at their completion, working with Project Managers.

• Develops and Maintains Best Practices for Project Administration

• Creates and manages standardized forms and processes to facilitate efficient operations of the firm

Pay and Benefits

• Base Salary is - $52,000.00 (.8 FTE) - $58,240.00 (1.0 FTE), commiserate on experience.

• Full Medical, Dental, and Vision Insurance (.8 – 1.0 FTE)

• Annual Bonus based on Firm Financial Performance

• Matching 401K Plan up to 3% Annual Salary

• Nine (9) Paid Holidays per year

• Fifteen (15) Paid Time Off Days per year

• $500 Continuing Education Stipend

Required Professional Skills

• Self-motivated and able to work independently with clear direction

• Knowledgeable about contracts and invoicing

• Able to communicate with clients for outstanding Accounts Payable status updates and maintain a weekly status report/spreadsheet for the Partners

• Able to quickly learn and utilize multiple technologies related to project management and business development/marketing.

• Able to manage project staff in a positive, empowering manner

• Capable of managing multiple, complex schedules

• Able to consistently meet deadlines and manage diverse and complex tasks

• Ability to pitch in and assist on any level of task when the work calls for it

• Open and honest communications

Required Technical Skills

• Word

• Excel

• Abobe Acrobat

• Adobe Creative Cloud (InDesign, Photoshop and Illustrator specifically)

• Powerpoint

• Outlook

• Microsoft Teams

• Zoom

Beneficial Technical Skills

• Hubspot

• Harvest

• Smartsheet

• Papercut

Why Should You Apply?

• We have a unique team and a unique firm with a passion for design, community, and sustainability

• You enjoy being around other creative people and working together to solve problems

• You want to utilize your skills to help a small company grow to its full potential

Interested?

Please e-mail a cover letter and resume to Sarah Rowe (sarah@charrettevg.com).