Finance & Operations Manager — Design Firm

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, 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.