Office Manager & Billing Specialist

Firm Description

Integrus Architecture is a Pacific Northwest design practice offering architectural, structural engineering, experiential design, and interior design with offices in Spokane, Seattle, and Portland. With nearly 75 years’ experience, we are passionate about shaping the relational spaces that bring society together through public works architecture.

At Integrus we create environments that support the best of human aspiration, potential, and goodwill. We focus our efforts around our three pillars:
Supporting Architectures of Care and Belonging, Shaping Spaces of Community and Resilience, and Sustaining Environments through Stewardship and Innovation.

Known for our collaborative approach and community focus, we take great care in working closely with clients, stakeholders, consultants, and each other to ensure that each project meets the unique needs and aspirations of the people it serves.

At Integrus, we believe a great workplace starts with great people. The Office Manager & Billing Specialist plays a vital role in keeping our office running efficiently while supporting the financial operations that help our project teams succeed. This position combines office management, project accounting, and administrative support, making it an excellent opportunity for someone who enjoys variety, collaboration, and being at the center of daily operations.

You’ll work closely with Principals, Project Managers, consultants, clients, and employees across the firm while helping to create a welcoming workplace and ensuring our financial and administrative processes run smoothly.

The Office Manager & Billing Specialist oversees the daily operations of the office while supporting project billing functions. Working closely with Principals and Project Managers, this role helps maintain accurate financial information, supports timely client billing, and ensures the office operates efficiently.

The ideal candidate is organized, detail-oriented, customer-focused, and enjoys balancing financial responsibilities with office management and employee support.

• Partner with Principals and Project Managers to prepare accurate and timely monthly client billings.
• Monitor project budgets, time, and expenses, identifying discrepancies and assisting with project forecasting and financial projections.
• Maintain project financial information within the financial management system, including project setup, billing worksheets, journal entries, and month-end/year-end accounting support.
• Review consultant invoices against consultant agreements and coordinate approvals.
• Monitor accounts receivable aging and assist with collection efforts, following up with clients as needed.
• Perform monthly billing closeout activities
• Ensure financial records comply with Generally Accepted Accounting Principles (GAAP).

• Oversee the day-to-day operations of the office, ensuring a professional, organized, and welcoming work environment.
• Serve as the primary point of contact for building management, maintenance vendors, and office service providers.
• Oversee office facilities, including maintenance, repairs, security access, office equipment, and office supply inventory.
• Maintain office procedures, administrative records, and non-project filing systems.
• Support Principals and leadership with administrative and operational needs while fostering communication and consistency across Integrus office locations.

• Serve as the first point of contact for visitors, clients, and incoming calls, providing a professional and welcoming experience.
• Coordinate incoming and outgoing mail, shipping, courier services, conference room scheduling, and travel arrangements.
• Ensure conference rooms are clean, stocked, and prepared for meetings.
• Prepare reports, correspondence, and administrative documents as requested.
• Perform filing, scanning, copying, and other general administrative support functions.
• Assist with onboarding logistics, office events, and other special projects.
• Perform other duties as assigned.

• Associate degree in…