Architecture Firm Operations Manager

About bBA Studios

bBA Studios is a Los Angeles architecture practice specializing in custom single-family residences, multifamily projects, and select commercial work. We are a close-knit, design-focused studio committed to thoughtful architecture, excellent client service, clear communication, and strong collaboration with consultants and project partners.

The Opportunity

We are seeking a proactive, highly organized Architecture Firm Operations Manager to partner directly with the Principal and lead the day-to-day business operations of our firm. This is a hands-on leadership position with balanced responsibility for financial and contract administration, people and office operations, and the systems that support our architectural teams. The goal is simple: a well-run practice where commitments are tracked, staff are supported, and financial information is current so the design team can focus on architecture.

Financial & Business Operations

• Manage client invoicing, payment follow-up, accounts receivable, consultant payables, and consistent documentation of partial payments and deposits.
• Maintain project-level financial trackers for contracted fees, approved scope changes, client billing, consultant commitments, amounts paid, balances, and estimated profitability.
• Coordinate consultant proposals, agreements, scope descriptions, signature status, insurance records, invoice approval routing, and proof-of-payment records.
• Prepare concise weekly and monthly reports highlighting receivables, expected cash collections, and upcoming obligations.
• Coordinate with outside accountants and payroll providers on routine financial administration, reconciliations, and accurate recordkeeping.

People & Studio Management

• Coordinate employee onboarding, offboarding, training schedules, and personnel records.
• Administer PTO and attendance processes, timesheet follow-up, payroll inputs, and routine employee communications while escalating sensitive HR matters appropriately.
• Oversee office vendors, supplies, facilities coordination, insurance renewals, IT support coordination, and other day-to-day administrative needs.

Systems, Process & Project Support

• Review current workflows and software to identify opportunities to streamline data entry and reporting.
• Build and maintain straightforward procedures, checklists, dashboards, and filing standards that improve accountability across active projects.
• Track important administrative deadlines, consultant deliverables, contracts, invoicing milestones, and follow-up items.
• Handle confidential client, employee, and financial information with sound judgment and discretion.

Required Qualifications

• 5+ years of progressively responsible business, studio, or office operations experience, including substantial hands-on ownership of financial and people processes.
• Quickbooks proficiency is a must!
• Demonstrated experience with client billing, accounts receivable/payable, project or job-cost tracking, and clear operational reporting.
• Experience coordinating hiring, onboarding, employee administration, payroll inputs, and professional-service team operations.
• Advanced proficiency with spreadsheets and cloud-based business systems; comfortable learning and improving workflows across multiple software platforms.
• Excellent written and verbal communication, high discretion, meticulous follow-through, and the ability to prioritize independently in a small, fast-moving office.

Preferred Qualifications

• Experience with an architecture, engineering, interior design, construction, or other project-based professional-services practice.
• Familiarity with consultant agreements, retainers, contract amendments, markup, project profitability, and time-based billing.
• Experience using Harvest, Notion, Paychex, Dropbox, and accounting platforms such as QuickBooks or comparable tools.
• Experience implementing improved operating procedures, dashboards, HR coordination, and team training programs.

To apply, please share your resume and a brief note describing one business process you improved and the financial or people-management responsibilities you personally owned.

Subject: “Architecture Firm Operations Manager – [Your Name].”

bBA Studios Inc. is an equal opportunity employer. We consider qualified applicants in accordance with applicable law, including the California Fair Chance Act, and provide reasonable accommodation during the hiring process.

bBA Studios is a small Architectural firm (located next to LACMA) who focuses on single and multifamily residential projects