Office Manager/bookkeeper

Schneeberger Collective, a fast-growing architecture and interior design start-up, is seeking an experienced Office Manager/Bookkeeper to play a vital role in the firm's expansion and to help establish an inclusive, innovative, and collaborative company culture. This full-time, in-office position will work closely with the Director of Operations to support the company's strategic and business goals by ensuring efficient business operations, providing exceptional support to both team members and clients, and managing the firm's bookkeeping and financial administration using QuickBooks Online.

**Key Responsibilities**:
**Office Management and Operations**
- Maintain the overall aesthetics and cleanliness of the Collective space, ensuring it is a welcoming, comfortable, professional, and clean workplace for team members, clients, and guests. Perform regular opening, closing, and general daily procedures.
- Ensure great experiences for our team members and clients by providing high-quality business and office operations and support.
- Manage relationships with building management, vendors, and service providers, as assigned
- Monitor and maintain office supply inventory, including office supplies, paper goods, furniture, and equipment
- Develop and implement office policies and procedures to improve efficiency and productivity, supporting the Director of Operations and championing projects as assigned
- Arrange regular maintenance and repairs for office facilities and equipment

**Executive and Administrative Support**
- Provide comprehensive administrative support to the Director of Operations, President, and project administration
- Manage executive calendars, schedule meetings and appointments, and make travel arrangements
- Prepare and edit correspondence, presentations, and other documents
- Organize and maintain physical and digital filing systems, ensuring easy access to important documents
- Answer and direct phone calls, respond to general inquiries, and manage incoming and outgoing mail
- Assist with onboarding new employees, including orientation, training, and setting up workspaces
- Maintain confidentiality of sensitive information and handle discretionary tasks with professionalism

**Financial Management and Bookkeeping**
- Manage the firm's bookkeeping and financial administration using QuickBooks Online, under the direction and oversight of the Director of Operations
- Process and record accounts payable and receivable, ensuring accurate and timely payments and invoicing
- Prepare and send client invoices, track payments, and follow up on outstanding balances
- Reconcile bank statements and credit card accounts monthly
- Maintain accurate and organized financial records, including expense reports, receipts, and invoices
- Assist with the preparation of monthly, quarterly, and annual financial reports

**HR and Payroll Administration**
- Ensure all time is submitted and accurate for bi-weekly payroll processing and PEO provider
- Assist with benefits administration, including health insurance, retirement plans, and other employee perks
- Ensure compliance with federal, state, and local labor laws and regulations

**Marketing and Business Development Support**
- Assist with the preparation and submission of proposals and project documents, as assigned
- Coordinate the production and distribution of marketing materials as assigned
- Post to social media accounts, as assigned
- Assist in planning and executing company events, including client meetings and team-building activities

**Qualifications/Skills**:

- Bachelor's degree in Business Administration, Accounting, Finance, or a related field
- Minimum of 5 years of experience in office management and administrative support, preferably within the architecture, design, or professional services industries
- Strong proficiency in QuickBooks Online and experience with bookkeeping and financial administration
- Excellent written and verbal communication skills, with the ability to interact professionally with clients, vendors, and team members at all levels
- Exceptional organizational and time management skills, with strong attention to detail
- Ability to prioritize tasks, work independently, and adapt to changing priorities in a fast-paced environment
- Positive self-starter, problem-solver, and a great communicator with a willingness to take on new challenges
- Strong project management skills, ability to handle multiple competing priorities in a fast-paced environment
- High attention to detail, organized with strong follow-through and accountability
- Knowledgeable in general technologies including Office 365, Calendar Management, Zoom, working with managed IT providers and equipment vendors
- Familiarity with relevant supplies, accessories, and equipment needed for the architecture and design industry

**What We Offer**:

- Competitive salary commensurate with experience
- Benefits package, including health insurance, dental insurance, and vis