Office Manager

Moontower is looking for an Office Manager to join our team in our Austin office. The Office Manager is responsible for overseeing the general administrative functions and any events or activities in the office in support of a company that designs and builds inspired, healthy homes in Austin for generations to come.

The ideal candidate will have prior administrative experience working in a medium sized office supporting multiple levels of employees. He/she greets visitors and should present an accessible and approachable tone as well as have excellent communication skills. The ideal candidate has excellent initiative and can anticipate needs.

Office Manager

General Responsibilities

• Present in the office from 8am-5pm to greet visitors, clients, and solicitors
• Open up the office at 8am and perform an end-of-week reset
• Organize the office and ensure efficient office operations
• Flexible and patient with day-to-day routine, balancing structured projects with unstructured demands
• Manage incoming and outgoing deliveries, including office mail, packages, and large deliveries coordinated with the purchaser
• Maintain office cleanliness, recycling, and trash during weekdays
• Order and maintain general office supplies and kitchen supplies
• Manage office technology supplies (computers, cellphones, WiFi access, etc.)
  
  

Human Resources & Compliance

• Distribute tax forms for existing employees and assist with onboarding paperwork for new employees
• Manage onboarding and offboarding processes for employees in transition, including tax documents, payroll setup, and benefits deductions
• Handle medical insurance, benefits FAQs, and compliance with insurance (General Liability, Builder’s Risk, Workers Compensation)
• Serve as Slack and G-Suite (Google Workplace) administrator
• Maintain and manage all administrative accounts, memberships, subscriptions, and services
• Support compliance with staff architects, including TBAE renewals and membership renewals (CBUSA, HBA, NARI, AIA)
• Provide notary services in the office (including e-notary registration)
• Handle Texas Mutual Workers Comp reporting and policy payments
• Ensure annual notice and compliance requirements are met (see Origin Insurance Compliance Document)
  
  

Financial Support

• Assist with Accounts Receivable: sending scans of incoming checks to the Owner and client follow-up for aging accounts
• Support the Financial Controller with expense and uncategorized tracking, subcontractor paperwork, and vendor account applications
• Handle Accounts Payable support, issuing checks for pick-up and lien releases
• Ensure tax forms are completed within deadlines
• Coordinate with team members to track down unclassified transactions
• Administer time tracking reports and serve as the T-sheets administrator
• Serve as the point of contact for credit card account management for new team members
• Perform bank and credit card reconciliation
• Manage payroll, including holiday, PTO, and sick pay
• Handle invoicing, reconciling, and bookkeeping for rent by tenants
• Manage adaptive and expense management in QuickBooks
• Texas Workforce Commission correspondence
• Manage 1099 subcontractors and W-2 forms for employees in January
• Generate and manage monthly WIP (Work In Progress) reports
• Create and maintain build forecasts for PM monthly meetings
• Generate products/service reports added into Construction Online weekly
• Set up new clients in QuickBooks when Wix payment or agreement is received
• Prepare and handle build client invoicing and design client invoicing
  
  

Sales & Marketing Support

• Answer office phones and organize inquiries, requests, and project leads via email and HubSpot
• Assist in client outreach, sending holiday, birthday, and anniversary cards, and coordinating move-in gifts
• Meet with the Sales Director to review sales goals, priorities, and marketing initiatives
• Assist in applying for publications, tours, and awards, and prepare submission packages
• Serve as the initial point of contact for sales, managing HubSpot, proposal setups, and DocuSign distribution
• Prepare and manage home tour and awards submissions, photography library, and license agreements
• Prepare and complete media kits for projects, pitch editors for earned press opportunities, and manage paid advertising accounts payable
• Manage marketing consultants and the Moontower brand kit
• Organize and support company-wide meetings, events, and travel arrangements for conferences
• Manage Moontower swag (shirts, pencils, business cards, etc.)
  
  

Property Management

• Build rapport with the community of tenants on the property and serve as the primary contact for tenant inquiries about the building or property
• Maintain up-to-date contact information for all tenants
• Facilitate office event planning (venue rentals, invitations, guest list, etc.)
• Manage accounts/vendors specific to office needs (AC service appointments, filter changes, cleaning service)
• Meet with repair crews, assist with monthly rent and bills collection, and ads for rental space when available
• Schedule meetings or showings when marketing space for rent
  
  

Reporting & Accountability

• Participate in Bi-Weekly Goal Setting and Review meetings with the Financial Controller to set and discuss goals and completed tasks
• Attend bi-weekly Sales and Marketing meetings, accounting meetings, build team meetings, and design team meetings to stay current on team needs/events
• Report to relevant team leads for administrative, human resource, sales, marketing, design, and build-related queries
  
  

Required Skills & Attributes

• A high school diploma or equivalent is required; Associate degree preferred
• Three years of Bookkeeping experience
• Three years of previous office admin or management experience
• Superb communication skills (Bilingual in Spanish is desired but not required)
• Excellent attention to detail and focus
• Excellent Prioritization skills
• Excellent organization skills
  
  

This is a full-time position. Compensation is competitive with full benefits after 3 months option period. We offer a great working environment that supports professional development, personal development, and the enjoyment of the Austin, central Texas lifestyle.

Job Types: Temporary, Full-time

Salary Range: $50,000-$75,000 per year

Benefits:

• Health insurance plan
• Vision insurance plan
• Dental insurance plan
• 401K plan
  
  

To learn more about Moontower check us out on instagram @moonotwerausitn OR visit our website at www.moontoweraustin.com

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