ABOUT RED BARN ARCHITECTURE
Founded in 2016, Red Barn Architecture was built on the belief that exceptional architecture requires both inspired design and technical excellence. Today, our work includes custom homes, transformative additions and renovations, and select small-scale commercial projects throughout New England.
We're looking for an experienced administrative professional who loves creating order, building systems, and helping a team perform at its best. This role is ideal for someone who takes pride in keeping an office running smoothly, enjoys anticipating needs before they arise, and finds satisfaction in bringing structure to a fast-paced creative environment.
POSITION DESCRIPTION
The Office Manager is the organizational backbone of Red Barn Architecture. Working directly with the Principals, this person is responsible for keeping the studio organized, accountable, and operating efficiently. They oversee day-to-day office operations, maintain systems and processes, coordinate internal workflows, and ensure nothing falls through the cracks.
The ideal candidate is a highly organized administrative professional who thrives on creating structure, managing competing priorities, and supporting a busy team. They are proactive, detail-oriented, and confident following up with others to keep projects and initiatives moving forward. RESPONSIBILITIES & TASKSOFFICE ADMINISTRATION
- Serves as the first point of contact for the firm, answering phone calls and welcoming clients, consultants, and visitors.
- Tracks action items from internal meetings and follows up to ensure commitments are completed.
- Manages incoming and outgoing mail, scanning and forwarding relevant documents to the firm's external bookkeeper.
- Oversees office equipment, supplies, kitchenette, and facility needs to ensure the studio operates efficiently.
- Maintains annual memberships, software licenses, and professional subscriptions.
- Organizes and maintains digital and physical filing systems.
- Coordinates with the firm's IT consultant to support hardware, software, and technology needs.
- Manages insurance renewals, professional registrations, and annual state reporting requirements.
- Coordinates with the firm's external bookkeeper regarding payroll, employee benefits, accounts payable, invoice tracking, and reimbursable expenses.
- Manages rent, utilities, and other recurring office expenses.
- Develops, documents, and continuously improves office procedures, forms, and administrative systems to increase efficiency.
- Maintains recurring office calendars, operational checklists, and administrative deadlines.
- Helps the Principals stay organized by proactively managing priorities, deadlines, and administrative follow-up.
STUDIO MANAGEMENT
- Maintains the firm's CRM and Potential New Project Pipeline, ensuring information remains current and accurate.
- Maintains the firm's project management system, ensuring project schedules, notes, budgets, and related information remain accurate and up to date.
- Serves as the primary administrator for the firm's project management system, supporting implementation, training, troubleshooting, and continuous improvement of workflows and team adoption.
- Monitors project schedules and follows up with project teams to ensure weekly updates are completed.
- Coordinates new project onboarding, including project folder creation and Client Portal setup.
- Oversees the firm's technical library, details library, manufacturer resources, and code references.
- Coordinates monthly Lunch & Learns and vendor presentations.
- Coordinates Interior Design procurement, including establishing vendor accounts, requesting samples, preparing client proposals, coordinating client approvals, processing purchase orders, tracking orders, managing delivery logistics, coordinating receiving and storage, and maintaining relationships with vendors and contractors.
- Identifies opportunities to improve studio workflows, project administration, and operational processes.
MARKETING + BUSINESS DEVELOPMENT
- Manages annual holiday cards, client appreciation gifts, and employee recognition initiatives.
- Coordinates promotional materials, branded merchandise, and community sponsorships.
- Coordinates proposal preparation and contract administration with the Managing Principal.
- Coordinates professional photography, including scheduling clients, photographers, and stylists.
HR + BENEFITS
- Coordinates employee onboarding and maintains personnel records.
- Administers HSA and 401(k) enrollment and reporting.
- Tracks approved PTO requests and coordinates scheduling with the Principals.
- Coordinates employee continuing education reimbursements.
- Plans office celebrations, team-building events, and other employee engagement activities.
THE IDEAL CANDIDATE
The ideal candidate:
- Enjoys creating order, organizing people, systems, and information.
- Takes ownership of responsibilities without requiring constant direction.
- Follows through consistently and ensures details never fall through the cracks.
- Is highly organized and able to manage multiple priorities while meeting deadlines.
- Communicates professionally and confidently with clients, consultants, vendors, and team members.
- Is comfortable holding others accountable and reminding busy professionals of commitments and deadlines.
- Enjoys improving systems, developing efficient processes, and creating organizational structure.
- Learns new technology quickly and is comfortable working across multiple software platforms.
- Has experience with Adobe Creative Suite, QuickBooks, HubSpot, Google Workspace, Canva, SquareSpace, and project/time management software.
- Is authorized to work in the United States.
COMPENSATION This is a 30- to 40-hour/week position with a base salary commensurate with experience. A full benefits package, along with the firm’s vacation practices are available.
BENEFITS
- Half-day FridaysHealth Savings Account401K with 3% employer contribution
- Profit sharing
- Paid vacation, including paid office closures the weeks of Fourth of July and Christmas Family leave
- Disability benefits
- Workers' compensation
- Continuing education
- Company equipment
EQUAL EMPLOYMENT OPPORTUNITY Red Barn is committed to equal employment opportunity. Employment decisions are based on merit and business needs, not on race, color, religious creed, national origin, ancestry, sex, gender identity, age, criminal record (inquiries only), handicap (disability), mental illness, retaliation, sexual harassment, sexual orientation, genetics, veteran or active military status or any other factor protected by Massachusetts, Federal or Local laws. This policy applies to all terms, conditions and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline and termination. All matters relating to employment are based upon ability to perform the job, as well as dependability and reliability once hired.
Pay: From $65,000.00 per year
Benefits:
- 401(k) matching
- Flexible schedule
- Health savings account
- Paid time off
Education:
Experience:
- QuickBooks: 2 years (Preferred)
- Adobe Creative Suite: 2 years (Preferred)
- Canva: 1 year (Preferred)
- SquareSpace: 1 year (Preferred)
Ability to Commute:
- Essex, MA 01929 (Required)
Work Location: In person
