Operations & Office Manager
hace 13 días
Avon
Job Description Wolfworks is a mission-driven, worker-owned residential design and construction firm specializing in high-performance homes. We are committed to collaboration, craft, and a triple bottom line of People, Planet, and Prosperity. We are seeking a full-time Operations & Office Manager to steward the company’s financial systems, operational infrastructure, and internal processes. This role is central to ensuring Wolfworks operates efficiently, compliantly, and insightfully, enabling our team to focus on exceptional design, construction, and client experience. Role Overview & Business Impact The Office & Operations Manager ensures that Wolfworks’ financial house is sound, systems are aligned, data is actionable, and people are supported. This role connects finance, operations, HR, and communication into a cohesive backbone that supports sustainable growth and informed decision-making. Compensation and Benefits • Hourly wage (rate based on experience), • Paid time off, holidays, Simple IRA with % match, and profit sharing, • Support for professional development (certifications, training, industry events), • Path to ownership after four years of employment Wolfworks is committed to building a just, equitable, and culturally diverse workplace. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. People of color, trans and gender-nonconforming people, people in the LGBTQ+ community, and women are strongly encouraged to apply. Compensation: $75,000 - $85,000 yearly Responsibilities: Financial Management & Bookkeeping - Ensures financial accuracy, compliance, and visibility across the business • Maintain complete and accurate financial records in QuickBooks, including payroll, AP/AR, job costing, vendor accounts, and reconciliations, • Manage financial reporting requirements for government agencies, insurers, and internal stakeholders, • Maintain accounting systems in accordance with generally accepted accounting principles and company standards, • Coordinate with external accountants to review books and ensure compliance, • Support cash flow stability through timely billing, collections, and financial tracking Financial Reporting, Analysis & Evaluation - Transforms data into insight that guides strategy and performance • Produce regular financial and operational reports (P&L, balance sheet, cash flow, job costs, AR/AP), • Monitor billable hours, job costs, gross margin, and net profit, • Track performance against budgets and forecasts; flag risks and opportunities, • Participate in setting billing rates, operating budgets, and financial targets, • Support audit, insurance, and regulatory reporting needs Business Systems & Operational Infrastructure - Builds scalable systems that support efficiency and consistency • Develop, document, and maintain operational workflows and system manuals, • Manage and improve cloud-based office, project, and document management systems, • Support the design, adoption, and continuous improvement of management systems, • Monitor system compliance and help teams build habits that ensure effectiveness, • Convene and support meetings related to process improvement and system development Records, Compliance & Risk Management - Protects the company through organized documentation and compliance • Maintain organized records for contracts, invoices, insurance, compliance, and HR, • Track and manage workers’ compensation, liability insurance, and certifications, • Ensure timely and accurate documentation for employees, subcontractors, vendors, and clients Office Administration & Internal Support - Creates a functional, well-supported workplace • Maintain office organization, supplies, and equipment, • Coordinate vendors and service providers supporting office operations, • Ensure administrative systems support team productivity Communication & Client Support - Strengthens relationships and reinforces Wolfworks’ client experience • Manage incoming and outgoing administrative communications, • Provide client statements and respond to account inquiries, • Coordinate communication with consultants, insurers, and financial institutions, • Support client education and guidance throughout the sales, design, construction, and post-construction phases Sales & Marketing Operations Support - Supports growth through systems, tracking, and insight • Maintain CRM and sales pipeline data, • Support the implementation of sales and marketing plans, • Track and analyze lead generation, conversion, and sales performance Human Resources & Team Support - Supports people systems that align with company values and capacity needs • Manage HR records, onboarding, offboarding, and employee support resources, • Coordinate recruitment, hiring, and interview processes, • Maintain employee handbook and HR documentation, • Schedule performance reviews and support compensation and benefits planning, • Support professional development planning and budgetingQualifications:, • Demonstrated experience in bookkeeping, financial management, and reporting, including proficiency with QuickBooks, payroll systems, accounts payable and receivable, reconciliations, and job cost tracking, • Strong understanding of financial statements, budgeting, and performance metrics, with the ability to interpret data and support decision-making related to cash flow, profitability, and forecasting, • Proven ability to build, organize, and improve business systems, workflows, and documentation to support efficient day-to-day operations in a growing organization, • Experience managing records, compliance requirements, and insurance coordination, with strong attention to detail and a commitment to accuracy and accountability, • Skilled in office administration and operational coordination, including vendor management, internal support, and maintaining organized, functional work environments, • Strong communication and relationship management skills, with the ability to interact professionally with clients, consultants, financial institutions, and team members, • Experience supporting HR and team operations, including maintaining employee records, assisting with hiring and onboarding, coordinating reviews, and supporting compensation and professional development processesAbout Company What Makes Wolfworks Inc. Different • Mission-driven: We’re focused on creating spaces that are better for people and the planet., • Ownership Opportunity: As a worker cooperative, all employees have a path to ownership. After four years of employment, you will be eligible to apply for ownership., • Career Development: We support ongoing learning with regular access to conferences, training, and peer networking opportunities, • Flexible role: While we’re looking for experience in operations and office management, there are opportunities for marketing and client communication if desired
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