Office Administrator

HIVE design-build is a full-service home design and remodeling firm specializing in kitchens and bathrooms. Our team has a strong focus on creative design solutions, collaboration between design, client and craft, and completing the project with perfection-minded work through all phases.

Overview:

We are seeking a full-time, highly organized, detail-oriented and proactive Office Administrator to oversee daily operations supporting business growth and ensure seamless project execution from design concept to build completion. This role requires an individual who can work independently to develop, implement and document office systems and procedures, streamline office efficiency, increase accuracy and enhance client communications. The ideal candidate will have an aptitude for learning and implementing new systems and software, automating communications and tasks, and an interest in the interior design-build industry.

Key Responsibilities:

Office Operations

• Oversee the day-to-day operations of the firm, ensuring efficiency in workflow, scheduling, and seamless project execution.
• Develop, implement, document and refine operational systems, processes, and best practices to support growth.
• Manage and maintain vendor relationships, trade accounts, contracts, and procurement processes.
• Assist in financial tasks including invoicing, vendor payment and financial tracking for job costing in collaboration with accounting team.
• Engage in miscellaneous administrative support tasks as needed.

Project & Client Management

• Work closely with the team to implement and develop project management software to ensure project timelines, budgets, and deliverables are met.
• Manage & input client and project information into the project management/CRM software with the help of the design and build teams.
• Assist in reviewing multiple design-build projects including client proposals, contracts, and project documentation for completeness, ensuring seamless execution from concept to completion.
• Welcome and greet visitors and clients to the office with our hospitality forward approach, ensuring clients feel at ease and well taken care of.
• Assist in preparations for client meetings with attention to detail reflective of the company’s upscale brand.

Team Support & Development

• Support the internal team, fostering a collaborative, productive and family feel work environment. Coordinating & executing celebrations of birthdays, anniversaries and holiday festivities.
• Proactively oversee the upkeep of the office including managing office supplies, refreshments, and organization of design samples for the material library.
• Assist in hiring, training, and developing staff as needed, including the development of employee policies and procedures, and associated documentation.

Brand Image Support

• Maintain the firm’s brand identity across all client touch points by using and implementing the HIVE design-build brand Style Guide across all communications, publications and documentation.
• Facilitate the ordering and placement of company brand material, such as project site signage, print collateral, apparel, and promotional materials.
• Organize, purchase and style thank you gifts for completed projects and referrals.
• Help plan and coordinate client & contractor outreach events.

Qualifications & Skills:

• College Education preferred! Will consider documented experience in office administration or closely related role in lieu of formal education, or a combination of both for the win!
• Proficiency in all Microsoft 360 programs, particularly Outlook, Word and Excel.
• Experience with CRM and/or Project Management Software desirable
• High attention to detail and accuracy in all aspects of data entry, including financials and material specifications.
• Ability to work independently on projects and take initiative to learn new skills, and present organized, thoughtful solutions.
• Polished customer service skills, with excellence in written and phone communications.
• Passion for design, aesthetics and a keen eye for quality.

Compensation & Benefits:

• $20/hour
• Employee Medical
• Vacation Pay
• Team Gatherings
• Professional Growth Opportunities

Work Location: In Person, Spokane, WA

Why join our HIVE?

Collaborative Environment – Work alongside a team that values your input and expertise. We pride ourselves on fostering an inclusive environment that sparks creativity and innovation.

Family Centered – As a family owned and operated business, we pride ourselves on putting family, ours and yours, first. From vacation pay allowing you time to reconnect, to flexibility in your work schedule so you can be there for all the “must see” moments, we understand that your job shouldn’t define you.

Stunning Results – You’ll be part of a team that delivers beautiful homes to cherished clients through a process you’ll be actively involved in. Something that you can take pride in with us.

Job Types: Full-time, Part-time

Pay: $20.00 per hour

Expected hours: No less than 30 per week

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $20