Operations Manager

Fergus Garber Architects; Palo Alto (CA); Hybrid; USD 55,000 - 66,000; Full time

Benefits offered by this job

Hybrid work model

Paid time off

11 holidays

Simple IRA match

Job summary

Fergus Garber Architects in Palo Alto seeks an Operations Manager to oversee finance, office, and HR, supporting staff and clients in a collaborative, design-focused environment.

The role is full-time, hybrid with 7:30 am–6:30 pm hours and a $40–$48/hour compensation range, plus potential annual bonus and benefits. Candidates should have 5+ years of admin experience and proficiency with Google Workspace and QuickBooks.

Qualifications

• 5+ years in a professional administrative environment.
• 2+ years handling A/P and A/R, reconciling statements and reports; liaising with CPA.
• Strong organizational skills with the ability to manage multiple priorities.
• Proficiency with Google Workspace (Sheets/Drive) and QuickBooks; willingness to learn new tools.
• Familiarity with using AI tools is welcomed but not required.
• Experience with hourly billing systems and procedures.
• HR basics: handbook updates, trainings, hiring/onboarding, and benefits administration.
• Comfort setting up equipment and troubleshooting with remote IT guidance.

Responsibilities

• Finance Administration – daily QuickBooks transactions, A/P/A/R, reconciliations, reporting.
• Insurance renewal process management.
• Office Management – coordinate activities, meetings, facilities, and inventory.
• Administrative duties: organizing files, mail, travel for firm trips.
• Assist with social and marketing events as needed.
• Complete government and industry surveys related to the firm.
• HR – coordinate annual reviews, update handbook with legal counsel, hire/onboard, administer benefits.

Skills

Organizational skills

Service orientation

Empathy

Google Workspace

QuickBooks

Hourly billing

HR fundamentals

Multitasking

Communication

Confidentiality

Tools

Google Workspace

QuickBooks

Job description

Join a collaborative, design-focused architecture firm of 20+ professionals in Palo Alto as a central player in our operations and culture. Fergus Garber Architects (FGA) is seeking an Operations Manager to play a key role in maintaining and improving our studio's daily operations and culture.

The ideal candidate is highly organized, service-oriented, and dependable — someone who brings empathy, curiosity, and joy to their work. This position is integral to sustaining our professional, high-touch, and human-centered environment, supporting staff and our clients with care and professionalism. This is a full-time, hybrid position. Operating hours are 7:30 am–6:30 pm, and your 8-hour shift can be scheduled flexibly within that window.

Requirements:

• 5+ years working in a professional administrative environment
• 2+ years managing A/P and A/R, process and code credit card documentation, reconciling statements, generating reports, managing collections with care, as well as flag questions to the CPA for professional review
• Strong organizational skills and ability to manage multiple priorities
• Proficiency with Google Workspace (particularly Sheets and Drive) and QuickBooks – as well as a willingness to continue to improve your skills and master new software products that may be adopted in the future
• Use of LLMs is not a requirement for this role, but familiarity with it is welcomed
• Experience and comfort with hourly billing systems and procedures
• Comfortable with HR basics – managing employee handbook updates, tracking required trainings as well as coordinating hiring, onboarding, and benefits administration. A strong sense of when to elevate concerns to the partners/owners and legal counsel
• Basic computer comfort required, ability to setup equipment (monitors, keyboards) and troubleshoot by following a remote IT team's instructions

Performance characteristics:

• Takes ownership of responsibilities with an optimistic, can-do attitude; a self-motivated, tenacious problem-solver
• Able to prioritize, plan and execute work independently
• Strong follow-through skills. High attention to detail and developed organization skills.
• Communicates clearly and thoughtfully across a range of audiences and situations
• High integrity and strong professional ethics. Trustworthy, discreet, and able to process confidential information with discretion and emotional intelligence

General Responsibilities:

Finance Administration – 50%:

• Day-to-day bookkeeping in QuickBooks, including transaction entry, A/P and A/R management, statement reconciliation, and report generation, in close coordination with the Principal of Finance
• Manage the annual professional liability insurance renewal process while working from an established, well-documented process

Office Management - 40%:

• Coordinate office activities and maintenance including: office lunches and snacks, group meetings, facilities maintenance and inventory
• General administrative duties such as: organizing files, mail and travel arrangements for annual firm trips
• Assist with social and marketing events as needed
• Complete government and industry-mandated surveys related to the firm

Human Resources - 10%:

• Coordinate the annual employee review process, ensuring it runs smoothly and on time
• Keep the employee handbook current, updating policies in coordination with legal counsel as needed
• Manage the full hiring and onboarding experience for new employees, from scheduling interviews to ensuring a warm, organized first day
• Administer employee benefits, serving as the primary point of contact for staff questions and annual enrollment

Compensation and Benefits:

• Compensation: $40–$48/hour, depending on experience and qualifications. We believe in pay equity and post our full compensation range transparently. Offers are made within the posted range based on experience and qualifications, and compensation can grow with demonstrated impact over time.
• While not guaranteed, the annual bonus potential based on both firm and personal performance is typically in the range of 7%-12% of base pay.
• Paid time off - 3 weeks for 1st 5 years; 4 weeks after 5 years; 11 paid holidays, including the last week of December
• Simple IRA Plan employer match up to 3% of salary
• Hybrid role with 1 day/week WFH (see above)
• This role is designed with professional growth in mind. For the right candidate, there is an opportunity for a larger role with additional responsibilities.

Fergus Garber Architects is an equal opportunity employer. We welcome applications from all qualified individuals and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, veteran status, or any other characteristic protected by applicable law.