Office Operations Manager

Job Description: Operations Manager/Office Manager

Job Title: Studio Manager

About us: Studio Carver is a full-service architecture firm providing a wide range of architectural and interior design services to the greater Monterey Peninsula, including Big Sur, Carmel, Pebble Beach, and the San Francisco Bay Area. We specialize in site-specific building design, green and LEED certified sustainable architecture, residential and commercial interior design, historic restoration, preservation and remodeling, land-use and coastal planning, and assist our clients in real estate due diligence and feasibility studies. www.studiocarver.com

Job Purpose: To provide cohesive management of the company’s operations, productivity, and profitability by overseeing key areas of business operations: finance, human resources, information technology, facilities. The Studio Manager is responsible for the general operations of the studio and administrative functions of the business office. This role requires someone with a proven track record of providing customer service in luxury client services, demonstrating discretion, tact and has the capability of delivering a high level of accuracy and productivity in an industry that requires precision. This role may assist the Principal in refining processes to analyze projects, and company productivity and profitability.

This role is integral to the company’s financial success. This includes the collection, review and analysis of financial data, providing day-to-day bookkeeping, including AP/AR and overseeing project finances. Responsibilities include oversight of time & expense entries, generating monthly invoicing, and providing reports and analysis to the owner. Proficiency in bookkeeping and accounting software is essential for this role’s success.  

The Studio Manager is responsible for human resources management inclusive of benefits coordination with an HR Advisor and company insurance broker, updating employee policies, drafting job descriptions, recruiting talent, and providing training to employees.

This role provides administrative and project management support to the Architectural and Interiors departments as well as executive support to the Principal.

Supervisory Responsibilities:

• Supervise interns, temporary employees, or administrative support staff & projects.
• Oversee the daily workflow of outsourced accounting services.
• Recruit, interview, hire, and train new staff on office and studio standards.
• Advise on personnel one-on-one meetings, performance reviews, employee discipline and termination of employees in accordance with company policy.

Job Duties:

·        Provide bookkeeping support for company and projects. Ensure timely processing of all monthly invoicing, accounts receivable / accounts payable, check runs, bank deposits, and preparing routine financial reports. Will be trained in first few months to process monthly company invoicing on BQE Core software. Will liaise with tax accountant(s) for quarterly and annual filings reporting on quarterly sales tax, and property tax. Use project management software, accounting software, and Excel with independent judgement to make analysis and recommendations to the Principal. Performs certain bookkeeping tasks in collaboration with an outsourced accounting service.

·        Manage all HR activities including but not limited to recruiting talent, updating official records, updating the employee handbook, authoring policies and procedures, coordinating benefits, oversee Period of Open Enrollment. This role is responsible for reviewing insurance plans for the group and advising the Principal on benefits. Oversee contracted vendors and employees, including outsourced HR Advisors, tracking hours worked and scheduling performance and contract reviews. Responsible for coordinating and tracking staff meetings, performance reviews, and advising the principal on the use of best practices.  

·        Processes daily correspondence for project management details such as financial transactions, meetings, permit and hearings. Responsible for tracking and processing change orders, applications for payment, and filing project related documents digitally and hard copy. Prepares and circulates meeting minutes for team project meeting. Prepare term sheets and contracts, updating contract binder with amendments and changes in rates.

·        Provide administrative assistance in general clerical, filing, scanning, preparing correspondence. May act as the primary point of contact for all studio and office correspondence, directing calls and emails to appropriate staff. Acts as executive assistant, scheduling meetings, booking travel, making reservations and tracking birthdays. This role occasionally functions as the studio receptionist, providing hospitality for guests and greeting visitors, maintaining clean meetings spaces, kitchen, and bathroom.

·        Act as the internal IT administrator and direct liaison with outsourced IT firms. Train and orient staff of IT and data systems. Provide first tier troubleshooting for software and hardware. Maintain office equipment, organization of server, software and hardware. Acts as lead during software migrations, facilitating the onboarding of new software, hardware, office equipment or updates. Track licenses, expirations, and maintain appropriate records.  

·        Maintain a safe and productive work environment, working with housekeeping to ensure cleanliness. Oversee safety protocols and emergency preparedness. Maintain fire extinguishers. Liaise with property manager, handyman, oversee year-end deep cleaning of office. Maintain inventory of office, IT, kitchen, office snacks, and cleaning supplies. This role will be the point person for any office celebration or party, ie; holiday party. Light grocery shopping will be necessary to maintain the office kitchen snack supply.

·        Responsible for the overall operations of the studio and office. Work closely with the Principal to advise, develop and implement studio best practices, policies, and procedures. Develop and refine workflows, internal communications, and reporting. Develop, document, and maintain standard operating procedures for office and studio.

Required Skills/Abilities:

§ Excellent verbal and written communication skills.

§ Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Strong supervisory and leadership skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Proficiency with Microsoft Office Suite, QuickBooks, and confident learning new accounting and PM applications
• Proficiency or familiarity with BQE Core software a huge plus, will train upon hire

Working Conditions:

·        Work is performed on site. Travel to job sites or vendors might be required.

·        Some limited exposure to direct sun, noise or common chemicals used in cleaning.

• Physical requirements: sitting & typing for extended periods, light grocery shopping and carrying of items from car to office.
• Physical effort/lifting: sedentary – may be asked to lift up to 20 pounds.
• Work is performed Monday-Friday, 8:30am – 5:30pm, 40 hours/week.
• Evenings and weekends may be required on a very limited basis.

Classification: 1.0 FTE, Full Time, Non-Exempt.

Compensation: $30-40 / hr, based upon experience

Benefits:

Group health insurance.

Cal Savers 401k (not matching).

Optional dental insurance (not sponsored).

10 Days Vacation time, annual.

6 Days Federal Holidays, annual.

24 Hours paid sick time, annual.

 HOW TO APPLY:

Interested candidates should submit their resume and cover letter, to info@studiocarver.com with the subject line "Operations & Office Manager” – [Your Name].