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HAVEN Design Workshop: Finance and Office Manager

HAVEN Design Workshop is a dynamic architectural design firm specializing in residential and commercial projects, with a focus on sustainable design, interior design, and planning. By working closely with clients, we create spaces that enrich lives, foster community, and respect the environment.

Vision: To become the Best Residential Architects in NW Washington by 2027.

ROLE OVERVIEW

Location: 5828 2nd Ave., Suite 101, Ferndale, WA 98248
Starting Pay: $48,000 – $66,000, with quarterly performance bonus opportunities
Benefits: Health insurance stipend, 401(k) matching, 2 weeks of paid time-off, and 6 paid holidays

The Finance and Office Manager is a pivotal role at HAVEN Design Workshop, overseeing financial, administrative, and operational functions to ensure seamless business operations and exceptional client experiences. This role supports our growing team by streamlining processes, managing schedules, and fostering collaboration across departments, all while contributing to the realization of our company vision.

We are seeking a mid-level professional with strong expertise in QuickBooks Online (QBO), exceptional organizational skills, and a proactive approach to problem-solving.

KEY RESPONSIBILITIES

1. Financial Operations

• Manage bookkeeping, accounts receivable, accounts payable, and payroll using QuickBooks Online (QBO).
• Reconcile financial records, maintain general ledger entries, and prepare financial reports for leadership.
• Administer payroll, including 401(k) contributions, and ensure timely and accurate payroll tax payments.
• Provide financial insights to support decision-making, including calculating and administering quarterly bonuses.

2. Administrative and Systems Management

• Develop and optimize workflows to improve efficiency and project delivery.
• Maintain operational systems and processes to ensure productivity and alignment with business goals.
• Coordinate calendars, meetings, and project timelines/billing to ensure smooth day-to-day operations.

3. Client and Contract Management

• Act as the primary point of contact for prospective and existing clients, delivering friendly and professional communication.
• Draft, review, and manage client contracts, including scope of work, timelines, and fee structures.
• Ensure timely follow-ups and manage client satisfaction throughout the project lifecycle.

4. Team Culture and Coordination

• Organize office events, team-building activities, and client appreciation initiatives to foster a positive team environment.
• Collaborate with leadership to promote employee engagement and retention.

QUALIFICATIONS

Required:

• 2+ years of office management experience with responsibility for accounts receivable, accounts payable, bookkeeping, and payroll, including payroll taxes.
• Proven expertise with QuickBooks Online (QBO) for bookkeeping, payroll, invoicing, and financial reporting.
• Proficiency in Google Workspace (Gmail, Drive, Docs, and Sheets).
• Strong organizational and time management skills with the ability to multitask effectively.
• Self-motivated, reliable, and committed to contributing to long-term business growth.

Desired Attributes:

• Detail-oriented with exceptional organizational skills.
• Skilled at building and maintaining positive relationships with clients and team members.
• Open to feedback and committed to continuous learning.
• Proactive problem solver with strong analytical skills.
• Excellent verbal and written communication skills.
• Adaptable to the needs of a growing and dynamic company environment.

How to Apply:

If you’re excited to join our team and contribute to our mission, please email the following application materials to hello@haven-dw.com and sean@haven-dw.com

• Cover letter detailing your career goals, relevant skills, and compensation expectations.
• Resume highlighting your experience and achievements.

Please note: Professional references will be requested during the later stages of the hiring process.

Thank You for your Interest and Best Regards,
Sean Hegstad, LEED AP – HAVEN Design Workshop – www.haven-dw.com

Project Architect

Haven Design Workshop is a client-focused, dynamic architecture firm serving the Bellingham area. Our firm fosters a dynamic work environment where each team member’s ideas are valued. At Haven, we embrace creativity, collaboration, and innovation, delivering projects that stand out for their design excellence and functionality.

We are seeking a detail-oriented and driven Project Architect to join our team. This role will be integral in managing a diverse portfolio of residential, multi-family, commercial, and community projects, ensuring they are executed with precision and creativity. The ideal candidate will possess strong design skills, a thorough understanding of building codes and zoning regulations, and the ability to translate complex concepts into high-quality construction documents. While licensure is not required, it would be a plus.

CULTURE

At Haven we have a culture that respects the work/life balance of our team and fosters personal and professional growth. As a Project Architect there’s flexibility in how you structure your work week, and a portion of your time is allotted to independent learning, the office culture, and our community. Living in the Bellingham area means that you will also be close to great areas for mountain biking, kayaking, snow sports and the enjoyment of all the Pacific Northwest has to offer. Our office is about 90 minutes from both Seattle, WA and Vancouver, BC.

QUALIFICATIONS

• Bachelor’s or Master’s degree in Architecture from an accredited institution, or equivalent professional experience
• 4-5 years of multi-family, mixed-use, residential, and commercial project experience
• Demonstrated expertise in SketchUp required, proficiency in LayOut, CAD, and/or design software (e.g., Adobe Suite, SketchUp, InDesign, Enscape) preferred.
• Demonstrated experience with all phases of the architectural process, ability to manage projects from design through construction.
• Strong knowledge of design, building code, zoning, construction techniques, building detailing, and materials.
• Excellent communication and relationship management skills while acting as the main point of contact for clients and consultants.

RESPONSIBILITIES

• 3D modeling of projects in SketchUp, production of schematic design, design development and construction documents primarily in Layout
• Prepare and review detailed architectural drawings and documentation. Ensure designs comply with relevant codes, regulations, and standards.
• Lead and manage projects, including coordinating with consultants, contractors, and internal teams. Oversee project schedules and ensure deliverables are completed on time and within budget.
• Act as the primary liaison with clients, addressing their needs and feedback throughout the project lifecycle. Maintain strong client relationships and manage expectations effectively.
• Perform site visits to gather information for as-built drawings and site plans as well as visits to monitor construction progress and quality.
• Lead and mentor junior architects and project team members. Foster a collaborative environment that encourages creative problem-solving and professional growth.
• Demonstrate strong imagination and the ability to think and create in three dimensions. Bring innovative ideas and solutions to the design process.

ADDITIONAL VALUABLE SKILLS

• Expertise in rendering software, hand sketching,
  Google suites – Docs, Sheets, Gmail, Calendar, etc.
• Basic ability with AutoCad for engineering coordination
• Construction experience

COMPENSATION

Benefits Package, when eligible, includes:

• Quarterly profit sharing
• Health benefit
• 401k package
• Paid Time Off
• 4 Day work weeks (after 90-day training complete)

Starting wage commensurate with location, qualifications, & experience

APPLICATION

If you have a great attitude, are highly motivated and meet the requirements for this position, please let us know. We have a great office that works well together and encourages your personal and professional growth. If you are interested in being a part of our team, please email the following information to hello@haven-dw.com.

• Cover letter w/ employment goals, relevant skills, & compensation expectations
• Resume
• Portfolio
• 3 references total (min. 2 professional)

Thank You for your Interest and Best Regards,
Sean Hegstad, LEED AP – HAVEN Design Workshop – www.haven-dw.com