Business Manager

Potter Lawson, Inc.; Madison (WI); On-site; USD 85,000 - 120,000; Full time

Job summary

Potter Lawson, Inc. is seeking a Business Manager to lead financial operations and administrative infrastructure in Madison, WI. This role partners with firm leadership to ensure financial health, operational efficiency, and regulatory compliance.

The ideal candidate brings 5+ years in business management or firm administration, strong accounting skills, payroll expertise, and the ability to balance strategic thinking with hands-on execution in a design-forward environment.

Qualifications

• Bachelor’s degree in accounting, finance, business administration, or related field (or equivalent).
• 5+ years of experience in business management, firm administration, accounting, or finance—A/E/C firm or professional services experience preferred.
• Experience with QuickBooks or similar accounting/project management platform.
• Strong Excel capability; comfortable building and maintaining financial models and reporting.
• Demonstrated knowledge of payroll administration processes.
• Exceptional attention to detail, integrity, and ability to manage confidential information.
• Strong communication skills and ability to partner across leadership, project teams and community stakeholders.
• Highly organized, proactive, and able to manage shifting priorities.

Responsibilities

• Manage day-to-day financial operations using accounting/project management software
• Oversee client invoicing—from draft creation through final billing and collections
• Collect payroll information and review timesheets
• Coordinate payroll and employee expense reimbursements with SVA/Paychex
• Maintain PTO balances
• Answer routine employee payroll questions
• Verify tax deposits, and state/federal quarterly and annual reporting prepared by SVA
• Monthly credit card reconciliation
• Fixed asset tracking
• Support monthly close working closely with SVA
• Prepare billing rate and overhead calculations
• Maintain financial schedules including budget / financial projections
• Support preparation of year-end financials and tax filings in partnership with SVA
• Prepare and manage annual 1099 reporting
• Maintain accurate financial records, reporting dashboards, and documentation
• Process invoices & schedule payments
• Partner with HR Consultant (Mead Consulting), benefits providers and advisors for renewals
• Ensure payroll deductions and HR system updates are accurate and compliant
• Support overall employee experience and HR process efficiency
• Prepare and monitor client and consultant agreements using AIA software and Microsoft Word
• Support project setup including phases, budgets, consultants, and financial alignment
• Track consultant documentation (W-9s, 1099 eligibility, certificates of insurance, etc.)
• Monitor project financial health and support closeout documentation
• Maintain corporate records, filings, licenses, and annual corporate reports
• Support insurance renewals and professional liability documentation
• Assist with firm policy development, compliance, and recordkeeping

Skills

Accounting

Finance

Payroll administration

Excel

Financial modeling

Communication

Leadership

Confidential information management

Project management

Education

Bachelor's degree in accounting/finance/business administration or related field

Tools

QuickBooks

AIA software

Microsoft Word

Job description

Potter Lawson is an award-winning architectural and interior design firm who is known for creating innovative, sustainable, and people-centered environments. With a long-standing reputation for excellence, our work spans higher education, corporate, multi-family housing, Science and Technology, and community spaces—helping shape the way people learn, work, and connect. We are a collaborative, purpose-driven team that values creativity, integrity, and partnership. At Potter Lawson, you’ll be part of a supportive environment where business strength, design excellence, and community impact come together.

About the Role

The Business Manager is a key member of Potter Lawson’s leadership team, responsible for overseeing the firm’s business operations, financial processes, and administrative infrastructure. This role partners closely with firm leadership to support financial health, operational efficiency, and compliance. The ideal candidate brings strong accounting/financial acumen, business judgment, attention to detail, and the ability to operate both strategically and hands-on in a collaborative design-forward environment.

Key Responsibilities

• Manage day-to-day financial operations using accounting/project management software
• Oversee client invoicing—from draft creation through final billing and collections
• Collect payroll information and review timesheets
• Coordinate payroll and employee expense reimbursements with SVA/Paychex
• Maintain PTO balances
• Answer routine employee payroll questions
• Verify tax deposits, and state/federal quarterly and annual reporting prepared by SVA
• Monthly credit card reconciliation
• Fixed asset tracking
• Support monthly close working closely with SVA
• Prepare billing rate and overhead calculations
• Maintain financial schedules including budget / financial projections
• Support preparation of year-end financials and tax filings in partnership with SVA
• Prepare and manage annual 1099 reporting
• Maintain accurate financial records, reporting dashboards, and documentation

Accounts Payable

• Process invoices & schedule payments

Human Resources – Supporting Mead Consulting

• Partner with HR Consultant (Mead Consulting), benefits providers and advisors for renewals
• Ensure payroll deductions and HR system updates are accurate and compliant
• Support overall employee experience and HR process efficiency

Project & Contract Administration

• Prepare and monitor client and consultant agreements using AIA software and Microsoft Word
• Support project setup including phases, budgets, consultants, and financial alignment
• Track consultant documentation (W-9s, 1099 eligibility, certificates of insurance, etc.)
• Monitor project financial health and support closeout documentation

Business Operations & Compliance

• Maintain corporate records, filings, licenses, and annual corporate reports
• Support insurance renewals and professional liability documentation
• Assist with firm policy development, compliance, and recordkeeping

Qualifications

• Bachelor’s degree in accounting, Finance, Business Administration, or related field (or equivalent experience)
• 5+ years of experience in business management, firm administration, accounting, or finance—A/E/C firm or professional services experience preferred
• Experience with Quickbooks or similar accounting/project management platform
• Strong Excel capability; comfortable building and maintaining financial models and reporting
• Demonstrated knowledge of payroll administration processes
• Exceptional attention to detail, integrity, and ability to manage confidential information
• Strong communication skills and ability to partner across leadership, project teams and community stakeholders
• Highly organized, proactive, and able to manage shifting priorities

Why Join Potter Lawson?

You’ll be a key partner in a fast-paced, mission-driven firm where your input is valued, and your role is essential. This position offers the chance to work directly with leadership, contribute to a positive workplace culture, and make a real impact every day.Potter Lawson is an equal opportunity employer.

Interested!