Office Manager/Business Manager
Stillwater Dwellings is a residential design firm specializing in high-end prefabricated contemporary homes. We are currently working on projects throughout the Western US. We are seeking a full time Office Manager with 5+ years of experience as well as accounting knowledge/experience using Spectrum Viewpoint or similar.
Qualifications:
- Minimum of 5 years prior office management experience
- Knowledge of accounting practices is a plus
- Spectrum Viewpoint accounting software is a plus
- Advanced computer skills – especially Microsoft Office Products
- Salesforce, or other cloud-based CRM, experience a plus, but not required
- Valid driver’s license required
- Higher education degree is a plus.
Requirements:
These requirements are representative, but not all-inclusive, of the knowledge, skill and ability required of the Office Manager.
- Maintains a professional demeanor, is on time for work
- Demonstrates a commitment to working as a collaborative team member
- Is able to work independently on assigned tasks, with training and guidance
- Is detail oriented and highly organized
- Driven to complete project and task deadlines
- Possesses excellent interpersonal and organizational skills
- Possesses excellent computer skills, especially Microsoft Office and using the internet
- Ability to type proficiently
- Effective oral and communication skills
- Strong written communication skills, including excellent spelling and grammar
- Ability to enforce company policies and procedures
Specific Duties:
Administrative & Business Operations
- Responsible for day-to-day tasks, including mail distribution, office supply inventory and purchasing, errand running, filing, data entry and other tasks as they arise
- Develop and implement office protocols and systems
- Manage office administrative functions
- Administrative functions of Projects – Online filing and Project Admin
- Work with current Controller to ensure accurate and correct accounts payable and accounts receivable as well as other accounting functions
- Maintain accurate independent contractor accounts for projects and payments
- Keep track of project budget hours vs actual hours and manage Non-Customary Billing
- Work with Owners to ensure marketing and sales materials are ordered, up to date and reflect branding of both companies
- Travel arrangements for staff
- Assist staff with projects as they arise
- Generate Client Contracts and maintain thru DocuSign
- Issue and collect payment for change orders
- Manage all Insurance Policies
- Coordinate IT and Software Maintenace
- Coordinate Sales Seminars, Open Houses, Photo Shoots
- Answer phones and provide sales/marketing support
- Special projects as needed
Facility Management
- Ensure office facilities are clean, safe and orderly
- Procure necessary office fixtures, furniture and equipment
Human Resources
- Recruiting – place ads, phone screen applicants, track process and maintain files according to local, state and federal laws
- Hiring – process At-Hire paperwork, create employee file and provide office procedure orientation
- Maintain Employee Handbook
- Maintain Policy & Procedure Manual
- Ensure employee compliance with office policies & procedures
- Ensure company compliance with local, state and federal laws and ordinances, as they apply to employment
- Maintain accurate sick and vacation time accounts for staff
- Administer benefits, when applicable
- Assist in supporting our company culture by creating employee events and opportunities for social interaction
Compensation:
- Salary- $60,000-$75,000 DOE
- Medical, Dental & Vision Insurance
- 401K with Employer Match
- Annual Bonus
Please send cover letter and resume to with Office Manager/Business Manager in the subject line. Only candidates being considered for the position will be contacted.
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Microsoft Office: 2 years (Preferred)
- Administrative experience: 5 years (Preferred)
Ability to Commute:
- Seattle, WA 98121 (Preferred)
Ability to Relocate:
- Seattle, WA 98121: Relocate before starting work (Required)
Work Location: Hybrid remote in Seattle, WA 98121