Join Our Team as an Office Manager! www.studiobuildboston.com
Bailey Davol Studio Build, a design/build construction firm based in Jamaica Plain, is seeking an organized and proactive Office Manager to support the smooth operation of our business. For the last 11 years we’ve done what it takes to get things done and we need your help getting us further organized. We have systems: Manuals, a CRM, Project Management software, bookkeeping company and more, but we want to make it all even better with your help. If you're someone who enjoys managing multiple tasks while contributing to a creative small business team, we’d love to hear from you!
As the Office Manager, you’ll be the cornerstone of our day-to-day operations, ensuring that our team has the resources and support they need to do their best work. From handling communications and office systems to supporting HR and financial functions, your role will be vital to keeping everything running smoothly.
Key Responsibilities:
Communications:
Respond to incoming phone calls and emails, directing inquiries and taking appropriate actions.
Organize and maintain company documents for easy retrieval and efficient use.
Send cards, gifts, or flowers for personal milestones (birthdays, weddings, etc.) on behalf of the company.
Plan and coordinate employee celebrations and company events.
Keep employee contact information and a birthday list up-to-date.
Enter new project leads into our lead tracking system and ensure the database remains current.
Office and Systems:
Procure office supplies and ensure we are always stocked and ready.
Troubleshoot technology issues or coordinate with IT support when necessary.
Develop and maintain standard company forms and templates.
Handle incoming and outgoing mail and shipments efficiently.
Gather and organize subcontractor documentation, including insurance forms and W-4s.
Prepare documentation required for liability and workers’ compensation insurance audits.

Human Resources:
Address HR-related questions and manage employee benefits in coordination with payroll and health insurance providers.
Maintain complete and current personnel files for all employees.
Oversee the hiring process, including posting job openings, screening resumes, and scheduling interviews.
Manage new hire onboarding, ensuring all necessary paperwork, systems access, and supplies are provided.
Process tax forms, benefits enrollment, and other required documentation for new employees.
Financial Management:
Collaborate with our bookkeeping company to ensure tax and financial compliance.
Enter employee hours into QuickBooks Online for payroll processing.
Submit deposits for special orders and manage financial transactions as needed.
Work in tandem with our bookkeeper to:
Enter invoices from vendors and track and manage payables and payments
Prepare invoices for customers and manage receivables
Coordinate collection of overdue receivable
Manage ACS bookkeeper: bi-weekly meetings and regular email contact
Generate and review job cost accounting reports
Prepare operating budget for Ownership team review, including updated burdened labor costs
Assemble documents required to file quarterly payroll taxes and corporate
income tax payments
Ideal Candidate Qualifications:
Strong Organizational Skills: You excel at managing multiple tasks and keeping things running smoothly.
Excellent Communication: You are clear and professional in your communication, whether you’re interacting with the team or external contacts.
Tech-Savvy: Familiarity with office tools and software, such as QuickBooks Online, Office, Google Workplace, CRM systems (we use Co-Construct) is important.
Attention to Detail: You ensure that nothing falls through the cracks and that all systems are well-organized. We would like to rely on you to think ahead and keep us on task.
Experience: Previous office management and financial management experience is preferred. 
Friendly and Approachable: You are someone who can connect with others easily and bring a positive, team-oriented approach to the workplace.
Why Work at Bailey Davol Studio Build?
90% Remote: Enjoy the flexibility of remote work, with a preference for candidates based in the Boston area for occasional errands, in-person meetings and team events.
Creative Environment: Join a talented and passionate team that values creativity and collaboration.
Opportunities for Growth: We believe in supporting our team members' professional development and providing opportunities for advancement. You will be replacing a person who has been doing these tasks for 10+ years and wants to hand them over to someone who can take ownership of and improve our business systems.
Competitive Compensation & Benefits: We offer a competitive wage and benefits package. Hourly rate $28-32/ hour plus 401k matching, room for expanded hours, pay, and benefits with experience.
If this sounds like the challenge for you, we’d love to meet you! Apply with resume and cover letter to: contact@studiobuildboston.com