Operations Manager | Architecture or Professional Services Firm Experience

Bespoke Careers; Annapolis (MD); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Roth IRA with 3% match

Monthly phone stipend

Education reimbursement

PTO and holidays

Summer four 10-hour days

Alternate-Friday schedule

Downtown Annapolis office

Job summary

Bespoke Careers in Annapolis, MD is seeking an Operations Manager to own day-to-day operations for a growing architecture firm. This operator-focused role emphasizes building systems, improving processes, and ensuring nothing falls through the cracks.

You will oversee HR, recruiting, office management, technology, project systems, and internal processes, partnering with leadership to support growth and operational excellence. In-office role with potential remote options after one year.

Qualifications

• 3+ years of experience in business operations, office management, HR administration, or project administration.
• Experience in a project-based professional services environment such as architecture, engineering, construction, or a similar industry preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication skills.
• Confident, assertive, and comfortable holding people and vendors accountable to processes and deadlines.
• Ability to work independently and take ownership of outcomes.
• Proficiency in Microsoft Office and comfort learning new technology platforms.
• Experience with project management, timekeeping, or billing software preferred.
• QuickBooks Online/bookkeeping experience is a plus, but not required.

Responsibilities

• Own and maintain firmwide operational systems and workflows.
• Create, document, and improve Standard Operating Procedures (SOPs).
• Manage project management, timekeeping, and billing system setup and data integrity.
• Maintain project management and CRM systems and support staff adoption.
• Identify process gaps and implement improvements.
• Coordinate with IT consultants and ensure appropriate backup of digital assets.
• Own the recruiting process, including job postings, applicant review, and interview coordination.
• Develop, maintain, and communicate HR policies.
• Lead new-hire onboarding, including HR paperwork, systems access, and workspace setup.
• Coordinate benefits administration.
• Support annual performance reviews and staff development processes.
• Track professional licenses and certifications.
• Coordinate internal Lunch & Learn programming.
• Manage vendor relationships, contracts, and facilities maintenance.
• Oversee office supplies, equipment, and day-to-day office needs.
• Coordinate travel and maintain internal calendars.
• Maintain organized digital and physical filing systems.
• Coordinate mail and office logistics.
• Support team meetings, events, and internal communications.
• Set up new projects in the firm's project management and accounting systems.
• Prepare and issue client invoices and ensure project data remains accurate across systems.
• Review timesheets for contract alignment and payroll accuracy.
• Prepare project close-out financial summaries.

Skills

Project management

Timekeeping

Billing systems

HR administration

Office management

Communication

Organizational skills

Independent work

Microsoft Office

Tools

QuickBooks Online

Job description

We are seeking a highly organized, proactive Operations Manager to take ownership of the day-to-day operations of a growing architecture firm. This is an operator-focused role for someone who enjoys building systems, improving processes, managing people operations, and making sure nothing falls through the cracks.

Working closely with firm leadership, you'll oversee the operational infrastructure that keeps the business running smoothly - from HR and recruiting to office management, technology, project systems, and internal processes. This is an opportunity for someone who is confident working independently and wants to have a meaningful impact on how a firm operates and grows.

Role and Responsibilities:

Operations & Systems

• Own and maintain firmwide operational systems and workflows.
• Create, document, and improve Standard Operating Procedures (SOPs).
• Manage project management, timekeeping, and billing system setup and data integrity.
• Maintain project management and CRM systems and support staff adoption.
• Identify process gaps and implement improvements.
• Coordinate with IT consultants and ensure appropriate backup of digital assets.

HR & Internal Operations

• Own the recruiting process, including job postings, applicant review, and interview coordination.
• Develop, maintain, and communicate HR policies.
• Lead new-hire onboarding, including HR paperwork, systems access, and workspace setup.
• Coordinate benefits administration.
• Support annual performance reviews and staff development processes.
• Track professional licenses and certifications.
• Coordinate internal Lunch & Learn programming.

Administrative & Office Management

• Manage vendor relationships, contracts, and facilities maintenance.
• Oversee office supplies, equipment, and day-to-day office needs.
• Coordinate travel and maintain internal calendars.
• Maintain organized digital and physical filing systems.
• Coordinate mail and office logistics.
• Support team meetings, events, and internal communications.

Client & Project Support

• Set up new projects in the firm's project management and accounting systems.
• Prepare and issue client invoices and ensure project data remains accurate across systems.
• Review timesheets for contract alignment and payroll accuracy.
• Prepare project close-out financial summaries.

Experience and Qualifications

• 3+ years of experience in business operations, office management, HR administration, or project administration.
• Experience in a project-based professional services environment such as architecture, engineering, construction, or a similar industry preferred.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication skills.
• Confident, assertive, and comfortable holding people and vendors accountable to processes and deadlines.
• Ability to work independently and take ownership of outcomes.
• Proficiency in Microsoft Office and comfort learning new technology platforms.
• Experience with project management, timekeeping, or billing software preferred.
• QuickBooks Online/bookkeeping experience is a plus, but not required.

What You'll Bring

• A get-it-done mentality and a natural instinct for identifying problems before they become bigger issues.
• A systems-oriented mindset and desire to create structure and clarity.
• Confidence managing multiple priorities with minimal supervision.
• The ability to build trust while also holding people accountable.
• A genuine interest in helping a growing firm operate more effectively.

Salary and Benefits

• Base salary: $60,000–$75,000, commensurate with experience.
• Potential salary range of $75,000–$85,000+ if the role expands to include full bookkeeping ownership.
• Paid time off and paid holidays.
• Flexible summer and alternate-Friday schedules.
• Medical, dental, and vision insurance.
• SIMPLE Roth IRA with 3% employer match after six months.
• Monthly phone stipend.
• Continuing education reimbursement.
• Full-time, in-office position in downtown Annapolis, MD.
• Flexible scheduling, including potential remote work options after one year.
• Summer schedule with four 10-hour days and Fridays off.
• Alternate-Friday schedule during the remainder of the year