Studio Operations Manager

Archinect; San Francisco (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

Archinect is seeking a Studio Operations Manager to lead operational processes at ONO in San Francisco. The role focuses on office management, strategic staffing, and marketing initiatives. Ideal candidates will have over 5 years of experience in operations and a strong interest in workflow automation.

This full-time position requires a proactive leader who can manage multiple projects, enhance team well-being, and ensure operational efficiency. Flexibility in hours with minimal travel is expected.

Qualifications

• 5+ years in operations, office management, or administrative leadership.
• Proven ability to manage multiple vendors and complex logistics.
• Strong interest in AI models and workflow automation.

Responsibilities

• Manage day-to-day office logistics and staffing.
• Coordinate marketing and communications initiatives.
• Oversee financial administrative tasks.

Skills

Operations management

Office management

Staffing coordination

Marketing

Excel

Communication

Tools

Google Workspace

Project management tools

Job description

The Studio Operations Manager is the operational backbone of ONO. This proactive leadership role combines strategic staffing planning with hands‑on problem solving across office management, staffing, facilities, marketing, and operations. We are looking for someone who wants to stay long term, deeply understands ONO's principles and goals, and takes ownership of the studio's wellbeing and culture. They should anticipate problems, generate their own initiatives to improve operations and engagement, and help the principals navigate blind spots.

KEY RESPONSIBILITIES

Staffing & Team Coordination

• Develop and execute hiring plans aligned with studio growth and project pipeline
• Manage candidate pipelines, onboarding, and team transitions
• Coordinate with principals on staffing needs and skill gaps
• Track team capacity and allocation across projects
• Manage performance review cycles and HR documentation
• Address personnel issues proactively
• Directly manage and support the Studio Assistant

Office Operations & Facilities

• Manage day‑to‑day office logistics: supplies, equipment, vendors, maintenance
• Coordinate with facilities vendors (IT, security, acoustic treatment, utilities)
• Oversee office setup, layout, and workspace optimization
• Manage office technology stack and troubleshoot tech issues
• Track and optimize office budget and vendor contracts
• Ensure compliance with insurance, safety, and regulatory requirements

Marketing & Communications

• With Principals, set direction for ONO's communications presence (Instagram, website, press, awards)
• Coordinate with PR consultant on strategy and outreach
• Oversee award submissions and project profile development
• Approve content and ensure brand consistency across channels
• Maintain the project archive and ensure marketing materials reflect current work
• Direct the Studio Assistant on execution of marketing tasks

Proactive Problem Solving

• Anticipate operational bottlenecks and propose solutions before escalation
• Identify process inefficiencies and recommend systems improvements
• Stay ahead of licensing, insurance, and compliance deadlines
• Flag risks early (labor law changes, cost overruns, staffing gaps)

Administrative & Financial

• Oversee accounts payable and expense processing in collaboration with our bookkeeper
• Manage office expenses, budgets, and monthly reconciliation
• Coordinate with bookkeeper on payroll, tax, and regulatory filings
• Maintain records for workers comp, liability insurance, and labor compliance

Cross-Functional Leadership

• Serve as primary point of contact for office‑wide coordination
• Manage calendars, travel, event logistics, and internal meetings for leadership
• Coordinate with project managers on resource planning and scheduling
• Interface with outside consultants, auditors, and service providers

REQUIRED SKILLS & EXPERIENCE

• 5+ years in operations, office management, or administrative leadership
• Proven ability to manage multiple vendors and complex logistics
• Experience with staffing coordination and HR processes
• Experience or strong interest in marketing and communications
• Strong interest in AI models and workflow automation (Claude, AI agents, Cowork, etc.)
• Proficiency with Excel, Google Workspace, and project management tools
• Excellent written and verbal communication
• High tolerance for ambiguity; can prioritize independently
• Ability to maintain confidentiality and handle sensitive information
• Track record of building systems and improving processes

QUALITIES

• Proactive: identifies problems and proposes solutions without being asked
• Detail oriented: manages multiple projects without dropping threads
• Self directed: works independently with minimal supervision
• Calm under pressure: stays organized during growth and change
• Empathetic: understands studio culture and supports team wellbeing

WORK ENVIRONMENT

• Location: 19 Butte Place, San Francisco (full time on site)
• Hours: Standard business hours with flexibility as needed
• Travel: Minimal, occasional visits to project sites or partner locations