Office Manager & Billing Specialist

Integrus Architecture is a Pacific Northwest design practice offering architectural, structural engineering, experiential design, and interior design with offices in Spokane, Seattle, and Portland. With nearly 75 years’ experience, we are passionate about shaping the relational spaces that bring society together through public works architecture. At Integrus we create environments that support the best of human aspiration, potential, and goodwill. We focus our efforts around our three pillars: Supporting Architectures of Care and Belonging, Shaping Spaces of Community and Resilience, and Sustaining Environments through Stewardship and Innovation. Known for our collaborative approach and community focus, we take great care in working closely with clients, stakeholders, consultants, and each other to ensure that each project meets the unique needs and aspirations of the people it serves.

About the role

The Office Manager & Billing Specialist plays a vital role in keeping our office running efficiently while supporting the financial operations that help our project teams succeed. This position combines office management, project accounting, and administrative support, making it an excellent opportunity for someone who enjoys variety, collaboration, and being at the center of daily operations. You'll work closely with Principals, Project Managers, consultants, clients, and employees across the firm while helping to create a welcoming workplace and ensuring our financial and administrative processes run smoothly.

Responsibilities

• Billing Specialist
  • Partner with Principals and Project Managers to prepare accurate and timely monthly client billings.
  • Monitor project budgets, time, and expenses, identifying discrepancies and assisting with project forecasting and financial projections.
  • Maintain project financial information within the financial management system, including project setup, billing worksheets, journal entries, and month-end/year-end accounting support.
  • Review consultant invoices against consultant agreements and coordinate approvals.
  • Monitor accounts receivable aging and assist with collection efforts, following up with clients as needed.
  • Perform monthly billing closeout activities.
  • Ensure financial records comply with Generally Accepted Accounting Principles (GAAP).
• Office Management
  • Oversee the day-to-day operations of the office, ensuring a professional, organized, and welcoming work environment.
  • Serve as the primary point of contact for building management, maintenance vendors, and office service providers.
  • Oversee office facilities, including maintenance, repairs, security access, office equipment, and office supply inventory.
  • Maintain office procedures, administrative records, and non-project filing systems.
  • Support Principals and leadership with administrative and operational needs while fostering communication and consistency across Integrus office locations.
• Reception & Administrative Support
  • Serve as the first point of contact for visitors, clients, and incoming calls, providing a professional and welcoming experience.
  • Coordinate incoming and outgoing mail, shipping, courier services, conference room scheduling, and travel arrangements.
  • Ensure conference rooms are clean, stocked, and prepared for meetings.
  • Prepare reports, correspondence, and administrative documents as requested.
  • Perform filing, scanning, copying, and other general administrative support functions.
  • Assist with onboarding logistics, office events, and other special projects.
  • Perform other duties as assigned.

Requirements

• Associate degree in Accounting, Business Administration, Finance, or a related field, or equivalent work experience.
• 3-5+ years of experience in office management, project accounting, bookkeeping, or a related administrative role.
• Strong understanding of accounting principles and financial reporting.
• Proficiency in Microsoft Office, particularly Excel.
• Excellent organizational, communication, and multitasking skills with exceptional attention to detail and accuracy.
• Ability to maintain confidentiality while handling sensitive financial and business information.

Preferred Qualifications

• Experience in an architecture, engineering, construction (AEC), or professional services environment.
• Experience using Deltek Vantagepoint is a plus.
• Experience with client website portals, or ability to navigate a new system.

Skills

• Strong analytical, problem-solving, and decision-making skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.
• High level of professionalism, integrity, and discretion.
• Strong customer service and interpersonal skills with the ability to build positive working relationships.
• Ability to work independently while collaborating effectively with project teams and leadership.
• Continuous improvement mindset focused on efficiency, accuracy, and exceptional service.

Success in This Role

A Successful Office Manager & Billing Specialist:

• Maintains accurate financial and project records while delivering timely client billing and accounting support.
• Creates an organized, welcoming, and efficient office environment.
• Builds positive relationships with employees, Principals, Project Managers, clients, consultants, and vendors.
• Demonstrates initiative, sound judgment, and exceptional customer service.
• Supports the firm's operational success by ensuring financial, administrative, and office processes are completed accurately, efficiently, and on time.

Pay

This position offers between $60,000 and $75,000 per year. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience and market.

Benefits

• 100% Employer paid insurance for staff, including medical, dental, vision, life, and disability.
• 3 weeks’ vacation.
• Sick leave.
• 8 paid holidays.
• 3 Personal “flex holidays”.
• FSA plan for medical, dependent care and transportation costs.
• HSA employer contributions.
• 401k retirement plan & match.
• Professional licensing and certification support.

Schedule

This position is an in-office position 5 days a week.