Finance and Office Manager

Company Overview

HAVEN Design Workshop is a dynamic architectural design firm specializing in residential and commercial projects, with a focus on sustainable design, interior design, and planning. By working closely with clients, we create spaces that enrich lives, foster community, and respect the environment.

Vision: To become the Best Residential Architects in NW Washington by 2027.

Benefits: Health insurance stipend, 401(k) matching, 2 weeks of paid time-off, and 6 paid holidays

Role Overview

The Finance and Office Manager is a pivotal role at HAVEN Design Workshop, overseeing financial, administrative, and operational functions to ensure seamless business operations and exceptional client experiences. This role supports our growing team by streamlining processes, managing schedules, and fostering collaboration across departments, all while contributing to the realization of our company vision.

We are seeking a mid-level professional with strong expertise in QuickBooks Online (QBO), exceptional organizational skills, and a proactive approach to problem-solving.

Key Responsibilities

1. Financial Operations

• Manage bookkeeping, accounts receivable, accounts payable, and payroll using QuickBooks Online (QBO).
• Reconcile financial records, maintain general ledger entries, and prepare financial reports for leadership.
• Administer payroll, including 401(k) contributions, and ensure timely and accurate payroll tax payments.
• Provide financial insights to support decision-making, including calculating and administering quarterly bonuses.

2. Administrative and Systems Management

• Develop and optimize workflows to improve efficiency and project delivery.
• Maintain operational systems and processes to ensure productivity and alignment with business goals.
• Coordinate calendars, meetings, and project timelines/billing to ensure smooth day-to-day operations.

3. Client and Contract Management

• Act as the primary point of contact for prospective and existing clients, delivering friendly and professional communication.
• Draft, review, and manage client contracts, including scope of work, timelines, and fee structures.
• Ensure timely follow-ups and manage client satisfaction throughout the project lifecycle.

4. Team Culture and Coordination

• Organize office events, team-building activities, and client appreciation initiatives to foster a positive team environment..
• Collaborate with leadership to promote employee engagement and retention.

Qualifications

Required:

• 2 years of office management experience with responsibility for accounts receivable, accounts payable, bookkeeping, and payroll, including payroll taxes.
• Proven expertise with QuickBooks Online (QBO) for bookkeeping, payroll, invoicing, and financial reporting.
• Proficiency in Google Workspace (Gmail, Drive, Docs, and Sheets).
• Strong organizational and time management skills with the ability to multitask effectively.
• Self-motivated, reliable, and committed to contributing to long-term business growth.

Desired Attributes:

• Detail-oriented with exceptional organizational skills.
• Skilled at building and maintaining positive relationships with clients and team members.
• Open to feedback and committed to continuous learning.
• Proactive problem solver with strong analytical skills.
• Excellent verbal and written communication skills.
• Adaptable to the needs of a growing and dynamic company environment.

How to Apply:

If you’re excited to join our team and contribute to our mission, please email the following application materials to hello@haven-dw.com and sean@haven-dw.com –

• Cover letter detailing your career goals, relevant skills, and compensation expectations.
• Resume highlighting your experience and achievements.

Please note: Professional references will be requested during the later stages of the hiring process.

Job Type: Full-time

Pay: $48,000.00 - $66,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Ferndale, WA 98248 (Required)

Work Location: In person

Salary : $48,000 - $66,000