Office Manager/Front Desk

Job Description

Job Description

You're the first face people see when they walk into the office — you set the tone for every client experience. You're here to provide financial clarity to leadership so they can make informed decisions. You're here to keep the firm's finances organized, accurate, and up to date. You're here to keep the permitting process moving by staying on top of municipalities, paperwork, and tracking.

WHO YOU ARE: You are detail-oriented, organized, and committed to accuracy above all else. You are trustworthy and discreet with sensitive financial information. You are organized and follow-through minded, especially when juggling multiple active permit applications. You are patient and persistent — permit follow-up requires both, in equal measure. You communicate clearly and professionally with clients, consultants, and government officials alike.

WHAT YOU DO:

HOSPITALITY - Greet and welcome all visitors — clients, consultants, contractors — warmly from the moment they walk in the Maintain the office environment so it is always welcoming: clean, stocked, and well-organized for every arrival. Prepare for client visits: beverages, meeting room setup, printed materials — anticipate what they'll need before they ask.

FINANCES - Weekly: Check deposits and categorize entries in QBO, reviewing any questions with Travis. Weekly: Manage the firm's accounts — understand the 5 different accounts and transfer funds using the tracking spreadsheet. Weekly: Receive and enter consultant bills into Monograph, assigning them to the correct projects and saving in files. Monthly: Assist with payments — services (most auto-paid), rent (via Tenant Cloud), consultants (after verifying payment receipt), and employee reimbursements (verified in Monograph). Monthly: A/R follow-up — ensure invoices are paid and flag outstanding balances to leadership. Quarterly: Prepare the Profit & Loss Statement and a reworked P&L Annually: Coordinate the insurance audit.

PERMIT MANAGEMENT - Fill out and submit permitting forms on behalf of the design team. Call municipalities to follow up on permit applications, check processing status, and build relationships with key permit Upload and organize permitting documents in the appropriate project folders in Egnyte and Monograph. Flag permit delays or outstanding issues to project leaders promptly so nothing slips.

COMMUNICATIONS - Greet every visitor warmly and ensure they feel welcomed from the moment they arrive. Provide weekly permit status updates to project teams so they are never surprised by a delay. Communicate directly and professionally with municipal planning and building departments on permit applications. documents are complete, accurate, and submitted on time. Keep leadership informed of any permit delays or issues that could impact project timelines. Weekly check-in with Travis to review QBO categorizations and any outstanding financial questions. Provide monthly financial summary to leadership. Coordinate with project leads to ensure consultant bills are assigned to the correct projects. Communicate A/R status proactively — flag overdue invoices before they become a problem.