Creative Office Manager

Bull Stockwell Allen
  • Full-Time
  • San Francisco
  • $75,000 - $100,000

Website Bull Stockwell Allen

Company Overview:

Bull Stockwell Allen is an award-winning, service-oriented architectural, planning, and interior design firm that has specialized in resort, recreation, and hospitality work for over 50 years. We work with well-known clients in some of the most inspirational, environmentally sensitive locations throughout North America. Our projects are inspired by site, responsive to climate and dedicated to a healthy lifestyle. We are leading experts in snow country design, having designed more mountain day lodges than any other firm on the planet. Our team is the key to our success. We are an open office environment that understands some of the best design solutions come from diversity and a collaboration of different viewpoints and expertise. We work hard while understanding that a fulfilling work life is best when balanced with a fulfilling personal life. As we continue to grow, we are seeking a highly motivated and experienced Office Manager to join our team and drive operational efficiency and effectiveness.

Position Overview:

Personable, energetic, and highly organized, you will play a pivotal role in overseeing and optimizing our company’s day-to-day operations in both our San Francisco and Boston offices. Reporting directly to the Studio Director, you will be responsible for managing various office processes and implementing strategies to enhance productivity across studios ensuring efficient workflow. In addition, you will provide Human Resource support to the firm, while developing initiatives that include recruiting, onboarding, culture fostering and event planning. You will work closely with the Director of Brand + Marketing on project pursuits and client management, as well as the Accountant/Controller to assist with organization and implementation. A motivated self-starter, you are proactive and willing to help wherever needed; a team player that thrives in collaborative environments. You are a leader, possess exceptional problem-solving abilities, excellent written and verbal communication skills, and a proven track record of success in office management.

 

Key Responsibilities:

Management

  • Manage the firm’s daily operations alongside bigger-picture office services decisions and initiatives.
  • Negotiate and manage contracts for the maximum utilization of services and equipment.
  • Maintain the business registration and licensure requirements of the firm.
  • Organize and maintain the office’s conference rooms, kitchen, and communal spaces.
  • Manage and track the distribution and upkeep of the firm’s hardware, including laptops and conference equipment. Manage the access and cost of professional software for staff. Analyze existing processes and workflows to identify areas for improvement.
  • Coordinate office services with vendors, such as IT services and building maintenance.

Human Resources

  • Upkeep personnel and compliance protocols for limited Human Resources duties.
  • Maintain and implement employee records, annual reviews, disciplinary action plans, talent management, etc.
  • Advise the firm on compliance having a large working knowledge of HR.
  • Track and coordinate employee visa applications when necessary (Experience preferred).
  • Organize and support the hiring process, including onboarding and offboarding procedures and protocols.

Administration

  • Receive clients and visitors to the office as the first point, representing the firm with professionalism and hospitality.
  • Manage resource allocation effectively to optimize productivity and minimize costs.
  • Maintain and track expenditure on supplies and keep essential items regularly stocked.
  • Collaborate with senior management to develop and implement operational strategies aligned with company objectives and long-term goals.
  • Support and aid the Studio Director with firm initiatives, communications, meetings, and management of both offices.
  • Support and aid the Director of Brand + Marketing in preparing and maintaining the firm’s collateral, marketing resources and marketing materials.
  • Support and aid Senior Leadership in the preparation of presentations and interviews, as well as scheduling and travel coordination.
  • Field and appropriately direct all calls that come through to the mainline (ZOOM Phone system).
  • Schedule, set up and coordinate meetings both internally and externally.

Culture

  • Actively participate in firm development with a focus on staffing and recruiting, office policy and culture fostering.
  • Facilitate in-office related operational projects including lunch-and-learns, office events, client relation outreach, professional development, and culture-building activities, etc.
  • Be a culture leader of the firm.
  • Lead, mentor, and motivate the studio to ensure high performance, productivity, and adherence to company standards and policies. Provide ongoing training and support to enhance team capabilities.

Qualifications & Skills

  • Bachelor’s degree in either Business Administration, Business Management, or related field.
  • Proven experience in office management or a similar role, preferably within the architectural or design field.
  • Excellent analytical and problem-solving abilities, with a keen attention to detail. Demonstrated experience in process improvement and optimization.
  • Ability to thrive in a fast-paced, dynamic environment and adapt to changing priorities and requirements.
  • Experience and knowledge of Human Resources in the state of California, along with compliance.
  • Ability to maintain a professional and cordial manner in high intensity situations.
  • Exceptional planning and organizational skills. Familiarity with organizational tools, such as Mondays or similar, to maximize task management and protocols.
  • Experience with professional programs, including Microsoft Office, Deltek, Zoom, Teams, Adobe InDesign (preferred). Experience in A/E professional services, with an understanding of the industry and practices and knowledge of Architectural software such as Newforma.

Benefits

Our primary office is located the heart of San Francisco’s financial district, within walking distance of the iconic neighborhoods such as North Beach, South Beach, and the Embarcadero, and linked to nearby public transportation to the great bay area.

 

Bull Stockwell Allen is an Equal Opportunity Employer. We offer fully covered health, dental and vision benefits for our employees. We also offer PTO, Paid Holidays, Bike Parking, Commuter Benefits, a 401(K) savings plan with an added Non-Elective Safe Harbor contribution, and a Flexible Benefits Account plan.

 

Application Process:

Interested candidates should submit their resume/CV along with a cover letter outlining their qualifications and suitability for the position. We thank all applicants for their interest; however, only those selected for an interview will be contacted. If this sounds like you and you would like to contribute to our team over the long term, please send a cover letter and resume to careers@bsaarchitects.com. Use the subject line “CREATIVE OFFICE MANAGER” in your email.

 

We look forward to hearing from you!

LinkedIn Page: 6421361
Instagram Page: Instagram

To apply for this job email your details to careers@bsaarchitects.com