Admin Manager

MARS MARS Employer:
Houston, TX, USLocation:
Mon, Nov 1 '21Posted on:

Why Join Us? 

MaRS is an interior design and architecture studio founded by principals Kelie Mayfield and Erick Ragni whose passion for collaboration and diverse expertise in design has been the catalyst for innovative and memorable spaces around the world. Based in Houston, Texas, with 60 years of experience in more than eleven countries worldwide, MaRS is dedicated to bringing beauty, function, innovation and design integrity to each project. The firm’s award-winning portfolio includes hotels, multifamily housing, corporate offices, retail and restaurant spaces, and single-family residences, and each design exemplifies a deep respect for the project’s environmental, economic and social context. Each finished MaRS design tells a personalized visual story with a crisp modern aesthetic.

About This Opportunity: 

We are currently seeking a full time and experienced Admin Manager to play a pivotal role in MaRS’ growing firm. MaRS is a multi-disciplinary studio comprised of two lines of business: MaRS and MaRS Mercantile. MaRS engages in traditional fee for service architectural design while MaRS Mercantile is a furniture procurement business. Both businesses have different needs, and the responsibilities of the Admin Manager include managing tasks for each group, including reconciliation reports, processing accounts and incoming payments, preparing bills and invoices, generating financial statements and more. It is not a requirement, but ideally the Admin Manager candidate has experience in architecture or a design practice. We are seeking a team player who is responsible for keeping the MaRS office running smoothly, ensuring workflow is well-prepared and overseeing administrative support. We expect the Admin Manager to bring a positive attitude to the day-to-day operations and a depth of knowledge and organization that enhance the MaRS workflow. 

MaRS is seeking an individual who is confident, self-managed and has a positive attitude to work closely with the other team members. We expect this candidate to have at least three years of professional experience and an individual with a business savvy and entrepreneurial mindset.

What You’ll Do: 

  • Process accounts and incoming payments in compliance with financial policies and procedures for MaRS and MaRS Mercantile
  • Perform day to day financial transactions, including preparing payroll, verifying, classifying, computing, posting and recording accounts receivables’ data for MaRS and MaRS Mercantile
  • Prepare bills, invoices and bank deposits on a daily, weekly and monthly basis for MaRS and MaRS Mercantile
  • Prepare and reconcile accounts receivable ledger to ensure that all payments are accounted for and properly posted and provide weekly reconciliation report to MaRS principals
  • Verify discrepancies in client billing issues and provide resolutions
  • Facilitate payment of Aged Invoices by sending reminders and contacting clients
  • Generate financial statements and reports detailing accounts receivable status (weekly spending reports)
  • Prepare and monitor cash flow through forecasting projections for MaRS and MaRS Mercantile 
  • Host monthly invoice meetings and project budget forecast with MaRS principals at the end of every month
  • Work with the MaRS administrative team on an ongoing basis to maintain monthly revenue projections 
  • Day-to-day office maintenance and tasks, including phone calls, sending emails, designing filing systems, greeting office visitors, managing and ordering office supplies, juggling schedules 
  • Daily monitoring of all credit cards and bank accounts
  • New employee on boarding (collecting and submitting all necessary paperwork and enrollment forms) for Gusto enrollment 
  • Liaison for all HR administrators, including 401K, payroll, health benefits, etc. 
  • Ideally candidate has experience in architecture or a design practice

Qualifications & Experience: 

  • 4 year Bachelor’s Degree in Business or a related field
  • Interior Design or Architecture background is a not required but strongly preferred
  • 3-5 years of relevant full-time work experience with a minimum of 3 years’ experience with office management or administration 
  • Demonstrates production skills and construction phase services
  • Ability to work well under pressure, juggle and prioritize multiple projects and adjust work accordingly, often against tight deadlines. 
  • Is proficient in Microsoft Office, In-Design and Photoshop

Does this sound like you? You might be just who we’re looking for. Please get in touch! 

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