Office Manager

Location: Erickson Structural Consulting Engineers, Vancouver, WA
Employment Type: Full-Time, In-person, Permanent

Company Overview

Erickson Structural Consulting Engineers, PC specializes in more than just structural engineering. We are a niche-practice firm with a deep focus on building structure evaluation and repair, forensics, seismic upgrades, and renovations. Headquartered in Vancouver, WA with a satellite office in Hawaii, we serve a diverse clientele across the western United States. At Erickson Structural, we're far from your average engineering firm. We specialize in revitalizing buildings that have seen better days, solving complex structural challenges with innovative engineering practices. Each project we undertake is unique, ensuring a diverse and rewarding experience. Our expertise lies in diagnosing and remedying structural issues, helping clients safeguard their most valuable assets. We bring buildings back to life with vigor and expertise – no two projects are the same, making our work exciting and fulfilling.

Why Come Work with Us?

Join Erickson Structural Consulting Engineers, a leader in forensic structural engineering solutions, where your role goes beyond the ordinary and typical management — you are the driving force behind the smooth execution of each unique project we undertake. You’ll have the opportunity to implement your ideas and help our firm remain at the forefront of forensic structural engineering. We support this crucial role with a nurturing environment and valuing work-life balance. Here, you are more than a manager; you are an integral part of a team that thrives on challenging, fulfilling, and innovative solutions to unique and interesting challenges. You'll contribute to landmark projects that make a difference in the communities we serve.

In this role, you'll focus 40 to 50% on business operations, ensuring our firm runs smoothly, and 50 to 60% on project assistance and office administration, directly contributing to our engineering success. As the Office Manager at Erickson Structural, you will serve as the administrative and business operational backbone of our firm. This multifaceted role includes managing office operations, financial tasks, and providing essential support to our engineers. A key responsibility will be exceptional writing and editing skills for producing formal reports, letters, and proposals. Additionally, you will handle the firm’s financial matters. This unique position, being the only administrative role in the firm, is responsible for all non-engineering office matters. Your involvement in the firm’s projects will be crucial.

Key Responsibilities

This is a fast-paced position that must work in a deadline driven environment.

As the Office Manager at Erickson Structural, you'll oversee a dynamic range of tasks in a unique, project-driven environment. Your role is not just about maintaining routine operations; it's about adapting to the diverse needs of unique projects. Each day brings new priorities, requiring flexibility to swiftly shift focus between assisting engineers on project support and diligently handling financial responsibilities. Your ability to effectively reprioritize tasks daily, respond promptly to engineers' requests, and ensure timely management of financial matters is crucial to the firm's success.

Business Management:

• Accounts Payable: Track and allocate expenses to specific projects, prepare payable reports, seek payment authorization, and maintain organized vendor files.

• Accounts Receivable: Manage client payments, collect and file expense documentation, invoice clients regularly, oversee collections, process client retainers, and maintain financial databases in QuickBooks and BillQuick.

• Financial Monitoring and Reporting: Regularly provide project management and financial reports to the principal and maintain ongoing communication about financial matters.

• Tax Management: Handle quarterly excise/use tax calculations and payments, complete tax forms for vendors and employees, and manage property taxes. Interact with the firm’s accountant.

• Insurance Management: Oversee employee medical insurance, handle annual renewals for automobile and general insurance, and review policies.

• Retirement Plan Administration: Manage 401(k) contributions, prepare reports for year-end testing, and coordinate with the firm’s pension plan administrator.

• General Financial Administration: Reconcile credit card statements, monitor cash flow, assisting with employee bonuses, shareholder disbursements, and managing corporate taxes.

Administrative Assistance:

• Advanced Document Management: Produce and finalize reports and letters using the firm's templates, ensuring the highest quality of written content. Proofread all documents for accuracy and consistency. Perform word processing with a high emphasis on producing error-free documents. Responsible for meticulous filing, archiving, tracking, and retrieval of engineering documents and drawings.

• Communication and Coordination: Manage phone systems, ensuring efficient call handling, and provide staff assistance for general office tasks. Maintain up-to-date staff whereabouts for effective communication.

• Meeting and Event Coordination: Coordinate meetings and events, including preparing detailed agendas and assisting with annual company functions.

• Marketing and Public Relations Support: Develop marketing materials and assist in the coordination of public relations functions, requiring exceptional writing and editing skills.

• Vendor Interaction and Office Support: Coordinate with outside vendors and assist with office organization, requiring clear and effective written communication.

Requirements

To join Erickson Structural as our Office Manager, we seek a candidate with either a bachelor’s degree in a business-related field plus five years of relevant experience in a professional service provider office setting, or an associate degree with ten years of similar experience. You must possess exceptional English writing, proofreading and editing skills and be proficient in QuickBooks and Microsoft Office. Strong organizational skills, keen attention to fine detail, and the ability to multitask effectively are essential. Experience in the engineering, architecture, or construction industry is desirable, but not essential. This role requires the capability to thrive in a deadline-driven environment while managing multiple projects and assignments simultaneously.

Compensation and Benefits

At Erickson Structural, we offer a competitive and rewarding compensation package for our Office Manager. With a salary range of $55,000 to $65,000 based on your expertise and qualifications, we ensure fair and regular annual salary reviews. Our comprehensive benefits extend beyond monetary compensation, including health, vision, and dental insurance. We also offer a retirement savings plan with company matching. We value work-life balance, offering paid time off and paid holidays. We are committed to your professional growth through paid development opportunities, mentorship, and training. You will be eligible for quarterly profit-sharing bonuses, recognizing your contributions to our firm's success. Each employee also receives a paid Costco membership and tickets to Broadway in Portland theater shows.

Application Process

Don’t miss this opportunity to become a pivotal part of a team that shapes the future of structural engineering. Apply now and join us in building a stronger tomorrow. Interested applicants should submit a resume, cover letter, compensation expectations, and professional references to info@ericksonstructural.com.

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $55,000 - $65,000