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Nelson Byrd Woltz (NBW), an award-winning landscape architecture firm, is seeking a highly organized and detail-oriented Studio & Business Coordinator to support our executive team and financial operations. This role plays a crucial part in studio coordination, executive assistance, and accounts payable administration for a firm of approximately 40 employees. This entry-level position is an excellent opportunity for someone interested in gaining insight into both landscape architecture and the operations of a small business, providing hands-on experience in studio coordination, executive support, and financial administration.

Key Responsibilities:

1. Accounts Payable & Financial Administration (50%)

• Manage the firm’s accounts payable processes, ensuring timely and accurate vendor payments.
• Maintain vendor accounts and oversee daily office financial operations.
• Enter and reconcile credit card transactions, monitor online activity, and research discrepancies.
• Process employee cash and petty cash reimbursements.
• Maintain and update contractor Certificates of Insurance and W-9 forms.
• Reconcile the 'A/R Other' account to track vendor credits and reimbursements.
• Administer benefit enrollments and terminations, reconciling monthly benefit invoices.
• Assist the Accounting Manager with accounts receivable tasks and other financial functions.
• Coordinate annual tax return preparation, including 1099s, with the Accounting Manager and external accountants.
• Experience with accounts receivable and payroll is a plus.

2. Executive Assistance (35%)

• Provide comprehensive administrative support to the Owner/Senior Principal, including calendar management, meeting scheduling, email correspondence, and travel arrangements.
• Prepare documents, research materials, reports, and presentations for meetings.
• Serve as a primary point of contact for internal and external stakeholders, ensuring professionalism and confidentiality.
• Enter timesheets for Principals.

3. Studio Coordination (15%)

• Maintain general office organization and upkeep, ensuring public spaces remain neat and presentable.
• Prepare morning coffee and manage office supplies ordering and organization.

Qualifications:

• Bachelor’s degree in Business Administration, Accounting, or a related field preferred.
• Proven experience in an executive assistant, administrative coordinator, or similar role.
• Experience in accounts payable or finance is highly desirable.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting software; experience with Ajera or similar platforms is preferred.
• Strong organizational and time management skills, with the ability to handle multiple priorities efficiently.
• Meticulous attention to detail and accuracy in financial record-keeping and data entry.
• Excellent communication skills, both written and verbal.
• Ability to manage confidential information with professionalism and discretion.

Position Details:

This is a full-time, benefits-eligible position based in our office. Nelson Byrd Woltz is an Equal Opportunity Employer (EOE).