Office Manager & Billing Specialist

Integrus • Portland, OR

7d • Onsite

About The Position

The Office Manager & Billing Specialist plays a vital role in keeping our office running efficiently while supporting the financial operations that help our project teams succeed. This position combines office management, project accounting, and administrative support, making it an excellent opportunity for someone who enjoys variety, collaboration, and being at the center of daily operations. You'll work closely with Principals, Project Managers, consultants, clients, and employees across the firm while helping to create a welcoming workplace and ensuring our financial and administrative processes run smoothly. The Office Manager & Billing Specialist oversees the daily operations of the office while supporting project billing functions. Working closely with Principals and Project Managers, this role helps maintain accurate financial information, supports timely client billing, and ensures the office operates efficiently. The ideal candidate is organized, detail-oriented, customer-focused, and enjoys balancing financial responsibilities with office management and employee support.

Requirements

• Associate degree in Accounting, Business Administration, Finance, or a related field, or equivalent work experience.
• 3-5+ years of experience in office management, project accounting, bookkeeping, or a related administrative role.
• Strong understanding of accounting principles and financial reporting.
• Proficiency in Microsoft Office, particularly Excel.
• Excellent organizational, communication, and multitasking skills with exceptional attention to detail and accuracy.
• Ability to maintain confidentiality while handling sensitive financial and business information.

Nice To Haves

• Experience in an architecture, engineering, construction (AEC), or professional services environment.
• Experience using Deltek Vantagepoint is a plus.
• Experience with client website portals, or ability to navigate a new system.

Responsibilities

• Partner with Principals and Project Managers to prepare accurate and timely monthly client billings.
• Monitor project budgets, time, and expenses, identifying discrepancies and assisting with project forecasting and financial projections.
• Maintain project financial information within the financial management system, including project setup, billing worksheets, journal entries, and month-end/year-end accounting support.
• Review consultant invoices against consultant agreements and coordinate approvals.
• Monitor accounts receivable aging and assist with collection efforts, following up with clients as needed.
• Perform monthly billing closeout activities.
• Ensure financial records comply with Generally Accepted Accounting Principles (GAAP).
• Oversee the day-to-day operations of the office, ensuring a professional, organized, and welcoming work environment.
• Serve as the primary point of contact for building management, maintenance vendors, and office service providers.
• Oversee office facilities, including maintenance, repairs, security access, office equipment, and office supply inventory.
• Maintain office procedures, administrative records, and non-project filing systems.
• Support Principals and leadership with administrative and operational needs while fostering communication and consistency across Integrus office locations.
• Serve as the first point of contact for visitors, clients, and incoming calls, providing a professional and welcoming experience.
• Coordinate incoming and outgoing mail, shipping, courier services, conference room scheduling, and travel arrangements.
• Ensure conference rooms are clean, stocked, and prepared for meetings.
• Prepare reports, correspondence, and administrative documents as requested.
• Perform filing, scanning, copying, and other general administrative support functions.
• Assist with onboarding logistics, office events, and other special projects.
• Perform other duties as assigned.

Benefits

• 100% Employer paid insurance for staff, including medical, dental, vision, life, and disability.
• 3 weeks’ vacation
• Sick leave
• 8 paid holidays
• 3 Personal “flex holidays”
• FSA plan for medical, dependent care and transportation costs.
• HSA employer contributions
• 401k retirement plan & match
• Professional licensing and certification support

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree