Executive Office Manager - Design Next Agency : Job Details

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We are seeking a proactive and detail-oriented Office Manager to join our growing design and construction team. This role supports the CEO in overseeing internal operations, managing staff coordination, preparing client proposals, and keeping business processes running smoothly. The ideal candidate is bilingual, highly organized, and experienced in supporting fast-paced environments in the design-build industry.

Position Overview:

We are seeking a proactive and detail-oriented Office Manager to join our growing design and construction team. This role supports the CEO in overseeing internal operations, managing staff coordination, preparing client proposals, and keeping business processes running smoothly. The ideal candidate is bilingual, highly organized, and experienced in supporting fast-paced environments in the design-build industry.

Key Responsibilities:Operations Management

• Oversee daily office operations and ensure efficient workflow across departments
• Handle procurement tracking, vendor communications, and project delivery logistics
• Maintain internal databases, calendars, and digital filing systems
• Assist with light bookkeeping tasks in QuickBooks (e.g., invoice entry, basic expense tracking)
• Prepare and maintain client proposals and quotation sheets based on project inputs

Executive & Team Support

• Serve as a key support to the CEO in coordinating tasks, priorities, and communications
• Draft internal reports, memos, meeting notes, and progress summaries
• Assist in coordinating between design, construction, and procurement teams
• Follow up with vendors, subcontractors, and team members to ensure accountability

People Management

• Help the CEO manage and oversee staff across departments
• Maintain up-to-date employee records and track time-off and availability
• Monitor team performance logs and assist in preparing performance reviews
• Support payroll preparation by gathering timesheets and ensuring documentation accuracy
• Help enforce company expectations and promote a positive, professional team culture

Requirements:

• Bachelor's degree in Business Administration or related field required
• 2–3+ years of experience in Construction industry or Architect/Engineer offices
• Strong communication skills in both English and Chinese (Mandarin)
• Must be authorized to work in the U.S. – we do not offer visa sponsorship
• Familiarity with QuickBooks, Google Workspace, and Microsoft Office tools
• Previous experience in construction, interior design, or architecture firms is a strong plus
• Highly organized, proactive, and comfortable managing multiple moving parts

Compensation & Benefits:

• Base Salary: $80,000/year + performance-based bonus, up to $100,000/year
• Health insurance and paid time off
• Growth opportunities in a dynamic and design-driven work environment (office located in Soho, NYC)

Seniority level

• Seniority levelMid-Senior level

Employment type

• Employment typeFull-time

Job function

• Job functionAdministrative
• IndustriesInterior Design

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