Office Manager Position

Interested candidates should send a cover letter, resume, and
three references to info@bluepointplanning.com

Job Description

We seek a Project Assistant and Office Manager to support our growing firm with a range of activities. Work includes but is not limited to supporting the firm principal with scheduling and overall support, providing some marketing and business development support, helping project staff with general project, meeting, and workshop logistics, as well as managing the invoicing, contract management, and accounts receivable. You will report to the firm principal and founder, and work as an important part of a small team. 

As a member of our small firm, you will be expected to be flexible and agile, and willing to be able to do a number of tasks, effectively managing your time. In turn, we offer you extensive flexibility, strong work-life balance, and ability to grow your skills. You will be immersed in a multidisciplinary environment, coordinating and collaborating with a broader group of outreach specialists, policy consultants, urban planners, environmental designers, and others outside the company. 

Duties include but are not limited to: 

  • Schedule management for the firm principal for internal and external meetings.

  • Serve as a firm contact for inquiries and follow up for colleagues, clients and prospective clients, and partners.

  • Support client management by coordinating staff and principal efforts with the clients as needed.

  • Assisting with various project-related tasks including project set-up and close-out; drafting additional services and scope changes; document layout, text flow, editing and proofreading.

  • Project invoicing/project billing utilizing Quickbooks and Excel: Generate monthly invoices; coordinate with firm Principal for changes and to ensure accuracy with any requirements under the contract; submit invoices to client; process subconsultant invoices.

  • Project set up in Quickbooks and HIVE including the project team, budgets, phases/tasks, and sub consultants. 

  • Contracts: Work with principal to ensure contract compliance and understanding of contract terms; request and secure insurance certificates; track contract dates and requirements; coordinate with Principal as needed for follow up and additional services or change letters.

  • Expenses: Collect and enter expenses into Quickbooks and ensure they are aligned with contracts.  

 

QUALIFICATIONS

Our ideal candidate is a self-motivated and detail-oriented individual with strong organizational and interpersonal skills. You have the ability to work collaboratively and independently—with oversight. You have an interest in working with local governments and never being bored. You enjoy learning new things, exploring solutions, and contributing to a dynamic team. We are looking for the following qualifications:

  • 2-5 years related work experience, depending on educational background

  • Associates’ degree (or equivalent experience)

  • Relevant administrative office and executive assistance experience is required, including billing and invoicing. Experience supporting projects in professional services consulting is preferred. 

  • Available to work full-time in Berkeley with up to two days a week remote. 

  • Excellent skills in written and verbal communication. 

  • You are a proactive, organized, efficient, and adaptable teammate who can work under deadlines and is willing to pitch in to help others. 

  • You are able to work well in Quickbooks, Word and Excel with overall capabilities to work digitally on multiple platforms. 

  • The position is full-time, in-person with the ability to work from home a couple of days a week. We are located in Berkeley, walking distance to Ashby BART. 

Compensation

The position pays $60,000 - $75,000 based upon experience. 3 weeks vacation, paid holidays, and a monthly stipend for health care or other personal expenses.

Interested candidates should send a cover letter, resume, and three references to info@bluepointplanning.com