We are seeking a highly organized, detail-oriented, and proactive Office Manager to support our leadership team and manage the day-to-day administrative and financial operations of our growing firm. This individual will play a critical role in overseeing bookkeeping, processing invoices, accounts payable/receivable, and maintaining accurate financial records, with a strong emphasis on QuickBooks proficiency and general accounting practices.
This is a fast-paced, high-output environment, and we are looking for someone who thrives under pressure, demonstrates a strong sense of urgency, and has excellent multitasking skills. The ideal candidate is resourceful, adaptable, and capable of managing shifting priorities while maintaining accuracy and professionalism.
In addition to administrative responsibilities, this role will support executive leadership (CEO, COO, and VP of Architecture), facilitate internal coordination, and ensure operational efficiency across all departments.
Key Responsibilities: Accounting & Financial Oversight
- Process and track invoices, vendor payments, purchase orders, and reimbursements
- Oversee accounts receivable/payable (AR/AP) and maintain clear, up-to-date records
- Manage bookkeeping in QuickBooks or other accounting software
- Maintain detailed records of project-based billing and client invoicing
Office & Administrative Management:
- Manage daily office operations, including supply orders, vendor coordination, and facility needs
- Maintain organized databases, records, and filing systems (both digital and physical)
- Assist with recruiting, onboarding, and employee documentation
Executive Support:
- Manage calendars, schedule meetings, and support travel coordination for executives
- Handle email correspondence and phone communication with clients, consultants, and internal staff
- Prepare meeting agendas, minutes, and reports for leadership meetings
Project & Document Coordination:
- Support project managers in maintaining contracts, permits, and key deliverables
- Help track deadlines, ensure timely submissions, and maintain communication with project stakeholders
- Draft, edit, and format documents, proposals, and presentations
Qualifications:- Strong proficiency in QuickBooks (Online or Desktop) is required
- Minimum of 5 years of bookkeeping, invoicing, or accounting experience, preferably in a project-based or professional services environment
- Ability to prioritize and manage multiple tasks simultaneously in a high-paced, deadline-driven setting
- Proven ability to handle financial data with confidentiality and accuracy
- Excellent organizational and time management skills with a high attention to detail
- Professional communication skills-both written and verbal
- Self-motivated, dependable, and able to work independently in a fast-moving, team-oriented environment
- Experience in an architectural, engineering, or design firm is strongly preferred
- Familiarity with project management tools such as , Unanet, or similar platforms is a plus