Office & Operations Manager – Designbar

CREW Charlotte; Charlotte (NC); On-site; USD 28,000 - 48,000; Part time

Job summary

A design studio located in Charlotte, NC is searching for a skilled Office & Operations Manager. This part-time role is pivotal in ensuring financial operations and internal processes run smoothly. Ideal candidates will have 3–5 years of experience in operations with a strong grasp of financial processes, and must be comfortable optimizing tools and implementing AI solutions. The position supports a forward-thinking company focused on improving design business operations.

Qualifications

• 3–5+ years in operations, office management, or business administration.
• Strong working knowledge of financial processes including billing and payroll coordination.
• Proficiency with modern tools like MS Office 365.
• Comfort learning and implementing AI-enabled tools.
• Bachelor’s degree preferred, not required.

Responsibilities

• Own day-to-day business operations and coordinate closely with accounting.
• Coordinate payroll inputs and maintain clear financial records.
• Maintain and optimize internal tools for efficient operations.
• Oversee onboarding/offboarding processes and internal documentation.
• Support leadership with operational insights and process improvements.
• Coordinate payroll inputs, timesheets, reimbursements, and reporting.
• Maintain records for financial tracking and audits.
• Liaise with CPA/bookkeeping partners regarding categorization, sales tax, and reporting.
• Monitor cash-flow-related admin tasks and flag risks early.
• Maintain and optimize internal tools; introduce AI-assisted workflows.
• Identify inefficiencies and propose automated solutions; ensure SOP adoption.

Skills

Highly organized

Systems-minded

Calm under pressure

Strong communicator

Experience in operations

Education

Bachelor's degree preferred

Tools

MS Office 365

Project management platforms

Accounting/payroll interfaces

Job description

Role Type: Part-Time (starting as Part-Time or Contract-to-Hire with option to go full time) Location: Charlotte, NC Reports To: Principal & Chief Creative Officer

About DESIGNBAR

DESIGNBAR is a hospitality-forward commercial interior design studio known for strategic creativity, strong client relationships, and a modern, tech-enabled approach to operations. We believe great design firms are built on equally great systems — and we’re actively shaping the future of how design businesses operate.

The Role

We’re seeking a highly capable Office & Operations Manager who thrives at the intersection of systems, people, and execution. This role is the backbone of the firm; ensuring that financial operations, internal processes, and day-to-day logistics run smoothly, intelligently, and with foresight.

This is not a traditional admin role. We’re looking for someone who:

• thinks proactively
• embraces automation and AI tools
• helps modernize how a design studio operates

Key Responsibilities

Operations & Business Infrastructure

• Own day-to-day business operations, including billing, expenses, vendor payments, and internal workflows
• Manage AR/AP processes and coordinate closely with accounting and payroll partners
• Maintain operational calendars, deadlines, and compliance items
• Oversee onboarding/offboarding processes and internal documentation
• Support leadership with operational insights and process improvements

Financial & Administrative Oversight

• Coordinate payroll inputs, timesheets, reimbursements, and reporting
• Maintain clear records for financial tracking and audits
• Liaise with CPA/bookkeeping partners regarding categorization, sales tax, and reporting
• Monitor cash-flow-related admin tasks and flag and act on risks early

Systems, Tools & AI Enablement

• Maintain and optimize internal tools (project management, payroll, document systems)
• Introduce and manage AI-assisted workflows for admin, reporting, scheduling, and documentation
• Identify inefficiencies and propose smarter, automated solutions
• Ensure team adoption of systems through training and clear SOPs

Office & Team Support

• Manage office logistics, vendors, supplies, and hybrid work coordination
• Support internal communications and team rhythms
• Organize team meetings, retreats, and special initiatives
• Serve as a calm, organized point of contact internally and externally

Marketing & Business Support (Light)

• Support website updates, LinkedIn activity, and internal marketing coordination
• Represent the firm at select industry events when appropriate

Who You Are

• Highly organized, systems-minded, and calm under pressure
• Comfortable handling financial and operational information with discretion
• Forward-thinking and curious about how AI and automation can improve workflows
• A strong communicator who brings clarity, not noise
• Experienced in operations, office management, or business administration (design, architecture, or professional services a plus)

Qualifications

• 3–5+ years in operations, office management, or business administration
• Strong working knowledge of financial processes (billing, payroll coordination, expense tracking)
• Proficiency with modern tools (MS Office 365, project management platforms, accounting/payroll interfaces)
• Comfort learning and implementing AI-enabled tools
• Bachelor’s degree preferred, not required

Why This Role Matters

• how smoothly the firm operates
• how supported the team feels
• how scalable DESIGNBAR becomes

You won’t just “keep things running”; you’ll help build the next chapter of the firm.