Operations Manager

About the role

Join a collaborative, design-focused architecture firm of 20+ professionals in Palo Alto as a central player in our operations and culture. Fergus Garber Architects (FGA) is seeking an Operations Manager to play a key role in maintaining and improving our studio's daily operations and culture. The ideal candidate is highly organized, service-oriented, and dependable — someone who brings empathy, curiosity, and joy to their work. This position is integral to sustaining our professional, high-touch, and human-centered environment, supporting staff and our clients with care and professionalism. This is a full-time, hybrid position. This role is designed with professional growth in mind. For the right candidate, there is an opportunity for a larger role with additional responsibilities.

Responsibilities

• Finance Administration – 50%: Day-to-day bookkeeping in QuickBooks, including transaction entry, A/P and A/R management, statement reconciliation, and report generation, in close coordination with the Principal of Finance; Manage the annual professional liability insurance renewal process while working from an established, well-documented process.
• Office Management - 40%: Coordinate office activities and maintenance including: office lunches and snacks, group meetings, facilities maintenance and inventory; General administrative duties such as: organizing files, mail and travel arrangements for annual firm trips; Assist with social and marketing events as needed; Complete government and industry-mandated surveys related to the firm.
• Human Resources - 10%: Coordinate the annual employee review process, ensuring it runs smoothly and on time; Keep the employee handbook current, updating policies in coordination with legal counsel as needed; Manage the full hiring and onboarding experience for new employees, from scheduling interviews to ensuring a warm, organized first day; Administer employee benefits, serving as the primary point of contact for staff questions and annual enrollment.

Requirements

• 5+ years working in a professional administrative environment