Office Manager / Business Operations Manager

ZipRecruiter; Annapolis (MD); On-site; USD 60,000 - 80,000; Full time

Job summary

HD Squared Architects, a boutique architecture firm in Annapolis, is seeking an Office Manager/Business Operations Manager. This role involves managing financial operations and supporting business development. The ideal candidate will thrive in a flexible, fast-paced environment, contributing significantly to the firm's collaborative success.

Benefits

Flexible work arrangements

Career growth opportunities

Collaborative, supportive work environment

Beautiful downtown Annapolis location

Work-life balance

Qualifications

• Proven experience with QuickBooks Online is essential.
• Detail-oriented with excellent organizational skills.
• Strong communication and client service skills required.

Responsibilities

• Manage full-cycle accounting operations including AR/AP and financial reporting.
• Facilitate payroll processing and maintain PTO balances.
• Create and maintain Standard Operating Procedures (SOPs).

Skills

Attention to detail

Organizational skills

Strong communication

Client service

Education

Experience with QuickBooks Online

Background in business operations

Experience with Microsoft Office Suite

Job description

Job DescriptionJob Description

Office Manager / Business Operations Manager

HD Squared Architects, LLC - Annapolis, MD

About Us

· HD Squared Architects, LLC is a boutique woman-owned Architecture, Interior Design, and Consulting firm with a collaborative and casual office atmosphere in beautiful downtown Annapolis. We're a tight-knit team of 5 professionals united by our shared mission to create spaces that bring beauty and function into people's lives; spaces that are healthy and restorative for both people and the planet.

Our Core Values:

· INTEGRITY - We operate with honesty and transparency in all we do

· RESULTS DRIVEN - We deliver exceptional outcomes for our clients and firm

· HIGH STANDARDS - We maintain excellence in every aspect of our work

· TEAM PLAYER - We collaborate, support each other, and succeed together

The Opportunity

· We're seeking a dynamic Office Manager / Business Operations Manager to join our growing team and help shape the future of our firm. This is more than just an administrative role – you'll be a key business partner who directly impacts our success while supporting our mission to create beautiful, functional, and sustainable spaces. The ideal candidate embodies our core values and thrives in a fast-paced, entrepreneurial environment where no two days are the same.

Growth & Flexibility Highlights:

· Career Growth: Expand your role as we grow – opportunity to develop into senior operations leadership

· Work-Life Balance: Flexible scheduling with remote work options after 3-6 months

· Professional Development: Learn the architecture industry while building valuable business operations expertise

· Collaborative Culture: Work directly with firm leadership in a supportive, team-oriented environment

What You'll Do

Financial Operations & Business Management

· Manage full-cycle accounting operations using QuickBooks Online including AR/AP, bank reconciliations, and financial reporting

· Create client invoices through our project management software (Factor A/E) and manage collections

· Facilitate payroll processing and maintain PTO balances for our 5-person team

· Create, maintain, and analyze company budget with quarterly presentations to CEO

· Maintain and reconcile customer retainer accounts with quarterly reporting

· Prepare annual 1099s and assist CPA with financial reporting

· Maintain corporate and CEO insurance policies ensuring optimal value and coverage

Project & Client Support

· Facilitate seamless client onboarding processes

· Manage project close-outs including financial summaries

· Create new projects and maintain our Project Management Software knowledge base

· Support business development through pricing proposals for architectural RFPs

· Handle client communications regarding accounts

Operations & Office Management

· Create, facilitate, and maintain Standard Operating Procedures (SOPs)

· Manage vendor relationships including building repairs, maintenance, and contract review

· Coordinate office supplies, facility management, and company mailings

· Maintain corporate calendar and facilitate travel arrangements

· Oversee HR processes including policy creation, maintenance, distribution, and onboarding assistance

· Support IT management and general office communications

Administrative Excellence

· Perform comprehensive data entry in project management software

· Maintain organized filing systems and office documentation

· Manage Post Office box and coordinate office events

· Handle general office communications and supply management

What We're Looking For

Required Qualifications:

· Proven experience with QuickBooks Online - this is essential

· Background in business operations and financial management

· Experience with Microsoft Office Suite

· Payroll processing experience (ADP, Gusto, or similar)

· Detail-oriented with excellent organizational skills

· Ability to work independently while contributing to team efforts

· Strong communication and client service skills

Highly Valued:

· Factor A/E experience (major plus!)

· Architecture/construction industry experience

· Entrepreneurial mindset with problem-solving abilities

· Experience with insurance management and vendor relations

· HR compliance and policy development experience

Personal Qualities:

· Integrity in all interactions and financial management

· Results-driven mindset with focus on achieving measurable outcomes

· High standards for accuracy, quality, and professional excellence

· Team player who collaborates effectively and supports firm-wide success

· Systems-driven approach with focus on efficiency

· Eagerness to learn and adapt in a growing business

· Flexibility and willingness to "pitch in" where needed

· Positive attitude and good sense of humor

· Professional demeanor for client interactions

What We Offer

· Competitive salary commensurate with experience

· Flexible work arrangements including remote work options after initial period

· Professional growth opportunities in an expanding firm

· Collaborative, supportive work environment with direct access to leadership

· Beautiful downtown Annapolis location with convenient amenities such as Parking

· Variety and challenge – no mundane, repetitive work here

· Work-life balance that respects your personal time

Ready to Grow With Us?

· If you're looking for more than just a job – if you want to be part of building something special while developing your career in a supportive, dynamic environment – we'd love to hear from you.

· To Apply: Please submit your resume along with a brief cover letter explaining why you're excited about this opportunity and how your experience aligns with our needs.

· HD Squared Architects is an equal opportunity employer committed to creating an inclusive environment for all employees.

Company DescriptionWe are designing resiliency for a changing environment!Company DescriptionWe are designing resiliency for a changing environment!