Office Manager

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Do you appreciate a vibrant studio atmosphere, working with collaborative, earnest souls who genuinely like working together, and on a mission to change the built environment? If so, we might just be the team for you.

Bright Built Home

Portland, ME

Director of Operations, Leadership Team

The successful delivery of sustainable architecture depends on fluid and efficient operations. The management, sales, marketing, and design teams rely on the Office Manager to provide comprehensive support and occasional leadership in office management, HR, finance, and marketing. Our ideal candidate is goal‑oriented and has a deep knowledge of operational best practices.

• High school diploma (or equivalent), minimum four years of relevant work experience, US citizenship or a US work permit, fluency in written and spoken English. Location within commuting distance of our office in Portland and the ability to periodically attend construction site visits within a 3‑hour range of Portland, in‑person client meetings, and in‑person office events, occasionally on weekends. Site visits require navigating job sites lacking accessibility features.

• Associate’s degree or higher in marketing, business, or communications, minimum six years of relevant experience, knowledge of architectural practice and/or the built environment.

• Strong written and verbal communication skills.
• Good internal communication and systems tracking, with airtight follow‑through.
• Self‑motivated with ability to prioritize and organize data, with a focus on accuracy.
• Adaptability to evolving systems and processes.
• Proven experience with Quick Books, GSuite, and MS Office.

• Proficiency in Mac, Adobe Creative, photo/video skills, database management, resource management software.

• Perform tasks such as accounts payable, accounts receivable, payroll, billing, timesheets, maintaining internal databases, and gathering sub‑contractor and business insurance files.
• Compile, consolidate, and provide moderate analysis of various accounting and finance information.
• Timely completion of the monthly and annual closing process.
• Maintain updated balance sheets, account reconciliations, and an effective internal control environment.

• Provide support and leadership for marketing projects such as award submissions, holiday cards, social media, blogs, and website content.
• Participate in execution and maintenance of existing marketing strategy.
• Coordinate and participate in Bright Built open houses, trade shows, events, etc.

• Manage office administrative support activities and identify solutions for process inefficiencies.
• Serve as primary management liaison for administrative issues.
• Perform a variety of duties requiring knowledge of office systems and procedures through a sustainability lens.
• Troubleshoot and manage maintenance of photocopier, plotter, telephones, and other office equipment (not including computers).
• Perform HR support tasks such as employee onboarding, offboarding, administering benefits, etc.
• Identify department and office process inefficiencies and make recommendations for solutions.
• Manage acquisition/upgrades of hardware, software, and other necessary tools.

• Communicate effectively with the team to support completion of operational tasks.
• Communicate important feedback from customers internally.
• Bring inconsistencies, problems, and recommendations to leadership team’s attention.

• Work in a collaborative team structure with architects, designers, sales, marketing, and other administrative professionals.
• Support the project delivery team with project closeout, archiving, preparing project startup, billing inquiries, presentation documents, etc.
• Dedication to the team and mission.

• Strive to incorporate sustainable solutions throughout your work.
• Stay up to date with new designs, systems, and processes.
• Keep apprised of project costs and market pricing trends.
• H…