Office Manager & Bookeeper

About the Position

We are looking for a highly organized, trustworthy, and proactive Office Manager & Bookkeeper to help manage the day‑to‑day operations of a growing architecture and interior design firm and cabinetry company, along with the administrative needs of a small rental property business.

This is a varied role for someone who enjoys being the person who keeps things organized and moving. You may spend part of your day working in Quick Books, then prepare a client agreement, organize project information, coordinate a rental property repair, help track a cabinetry order, or take care of something around the office.

We are a small‑business environment, so we're looking for someone who is comfortable wearing different hats and doesn't need every task spelled out for them. The ideal person notices what needs attention, takes initiative, solves problems, and follows things through to completion.

Because this position will have access to financial records, client information, employee information, leases, and other sensitive business information,
trustworthiness and discretion are extremely important.

• Help manage the day‑to‑day operations of the office
• Maintain a clean, organized, and professional office environment
• Handle light office cleaning and upkeep
• Order and maintain office supplies
• Run occasional local office errands
• Set up new client projects and maintain organized project files
• Organize project notes, meeting information, and documentation
• Prepare Letters of Agreement and other standard client documents for review and distribution
• Assist with client communications and administrative follow‑up
• Keep track of outstanding administrative items and deadlines
• Help improve office systems and processes as the businesses grow
• Anticipate office needs and proactively address them

• Maintain day‑to‑day bookkeeping records in Quick Books Online
• Categorize and track business expenses
• Prepare and send client invoices
• Track payments and outstanding invoices
• Organize receipts and financial documentation
• Assist with bank and credit card reconciliations
• Maintain accurate records across multiple business entities
• Help track expenses and financial information for individual projects
• Work with the owner and accountant to resolve bookkeeping questions
• Research and learn additional Quick Books functions as needed

You do not need to be a CPA or accountant. We are looking for someone who is comfortable with day‑to‑day bookkeeping and is willing and able to learn.

• Track rental property income and expenses
• Communicate professionally with tenants
• Coordinate maintenance and repairs
• Communicate with maintenance vendors and contractors
• Track maintenance requests through completion
• Maintain leases and tenant documentation
• Assist with lease renewals and other property‑management administrative tasks

• Assist with cabinetry orders and related paperwork
• Help organize and maintain order and project information
• Track orders, invoices, deliveries, and outstanding items
• Communicate with cabinetry vendors and other project partners
• Assist with coordinating deliveries and installation schedules
• Follow up on missing, damaged, or outstanding order items
• Help ensure orders and project information are accurate and complete

More than anything, we are looking for someone who is dependable, trustworthy, organized, and proactive.

You may be a great fit if you:

• Have exceptional attention to detail
• Are highly trustworthy and understand the importance of confidentiality
• Have a positive, professional attitude
• Enjoy organizing information and creating systems
• Naturally notice things that need to be done
• Take initiative rather than…