Office Manager

Description

The Office Manager plays a key role in supporting Pfluger’s daily operations across multiple offices, ensuring that each location runs smoothly, efficiently, and in alignment with the firm’s culture and values. This position focuses on providing consistent administrative support, maintaining organized and welcoming work environments, assisting leadership with day-to-day needs, and helping to foster an engaging, connected experience for all employees. The ideal candidate is detail-oriented, proactive, and service-minded, with a passion for helping people and improving processes.

Key Responsibilities

Leadership & Team Support

• Assist leadership with scheduling, travel coordination, meeting preparation, and other administrative tasks.
• Assist in data entry and management of CRM
• Support the onboarding process for new employees by coordinating workspace setup, supplies, welcome materials, and orientation details.
• Serve as a friendly and reliable point of contact for employees and visitors, addressing questions and requests promptly and professionally.
• Help coordinate communications between offices to ensure alignment and consistent information sharing.

Employee Engagement & Culture

• Assist with planning and coordinating company events, celebrations, and activities that promote employee engagement and connection across offices.
• Support continuing education sessions, lunch-and-learns, and training opportunities, including scheduling, logistics, and communication with vendors.
• Help implement recognition and appreciation initiatives to build morale and reinforce a positive workplace culture.
• Collaborate with leadership and office staff to enhance the employee experience and support culture-driven initiatives.

Client & Business Support

• Assist with coordination of client appreciation efforts, including gift preparation, correspondence, and event logistics.
• Provide administrative support for marketing and business development activities such as event registrations, conference planning, and sponsorship coordination.
• Help manage the preparation and tracking of project contracts, maintaining records and assisting with internal routing and signatures.

Office & Administrative Operations

• Embody Pfluger’s core values—Do What’s Right, Build Synergy, Make a Difference, and Never Settle—in all daily activities and interactions.
• Support administrative operations across multiple offices, ensuring consistency in office procedures, supplies, and communications.
• Coordinate with vendors and service providers (property management, janitorial, maintenance, and security) to ensure all offices remain safe, organized, and fully functional.
• Manage mail distribution, office supplies, deliveries, and shared resources across offices.
• Maintain accurate records and assist with data entry, filing, and documentation to support office organization and accessibility.
• Provide administrative support as needed, including travel arrangements, meeting coordination, and printing or shipping services.

Experience & Qualifications

· Alignment with Pfluger’s purpose of “inspiring people to create a more meaningful human experience,” with a commitment to continuous learning and improvement.

· High school diploma or equivalent required.

· 3–5 years of experience in office administration, operations coordination, or executive/administrative support (experience in a multi-office or professional services environment preferred).

· Additional education or coursework in business administration, communications, or related fields is a plus.

· Experience supporting distributed teams and managing logistics across multiple locations strongly preferred.

· Strong organizational skills and attention to detail, with the ability to manage multiple priorities effectively.

· Excellent written and verbal communication skills.

· Ability to build positive relationships and work collaboratively with employees at all levels.

· Demonstrated reliability, professionalism, and discretion in handling confidential information.

· Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and comfort with online collaboration tools is preferred.

· Ability to problem-solve, anticipate needs, and work independently with minimal supervision.

· Positive, adaptable attitude and commitment to fostering an inclusive, engaging workplace culture.

Since 1972, Pfluger Architects has designed spaces that reflect the vision and aspirations of the people who will use them. With more than 130 employees across five Texas offices, we focus on creating environments for K-12 and higher education that foster connection, creativity, and growth.

Our work is guided by a culture of learning, where every project is an opportunity to ask questions, challenge ideas, and try new approaches. We are driven by curiosity and imagination, always seeking innovative solutions that push boundaries and create lasting impact. And, at the heart of our process is a culture of design, where intentionality and creativity come together to ensure every project is meaningful and successful.

These values shape everything we do, helping us create spaces that inspire people to create a more meaningful human experience.