Description

Operations & Administration Associate

creative development & design office

Location: Portland, Oregon

Employment: Full-time

Compensation: $60,000-$75,000

Urban Patterns is a cross-disciplinary real estate development and architecture practice committed to improving people's lives through the built environment. We value responsibility, collaboration, multicultural leadership, creativity, and nimbleness among our team and partners. Our work is driven by inquiry and deep collaboration with staff and clients alike. Prioritizing relationships and personal growth helps us consistently shape original outcomes that bring joy and improve quality of life.

The Operations & Administration Associate plays a central role in ensuring the day-to-day operations of our dynamic practice run smoothly. This position is ideal for a detail-oriented, proactive, and reliable professional who enjoys improving systems, supporting a mission-driven team, and contributing to a values-aligned workplace. The ideal candidate brings strong organizational and interpersonal skills, experience in office management and accounting support, and a growth mindset.

Urban Patterns engages work in both urban and rural settings. Our projects range from hospitality and food production to social justice-rooted co-working spaces, inclusive children's camps, and transitional housing. Our interdisciplinary and creative practice offers ample opportunities for personal growth in a collaborative environment.

We offer a competitive salary, retirement plan contributions, health care, professional development, a hybrid work environment, and a strong commitment to work/life balance.

Website: http://www.urbanpatterns.com

To Apply: Email a resume and cover letter to design@urbanpatterns.com

Key Responsibilities

Office & Operations Management

* Manage general office operations including supplies, maintenance, vendor coordination, and rent payments * Develop and maintain business operations, plans, and internal systems that support company goals and maximize productivity * Ensure compliance with organizational policies and procedures * Track inventory and manage office subscriptions * Support internal reporting, proposals, and presentation preparation * Greet and coordinate hospitality for guests and prepare meeting spaces

Finance & Accounting Support

* Prepare and distribute monthly invoices; coordinate with leadership on billing * Track and process accounts payable/receivable * Support budgeting, bookkeeping, and financial reporting * Maintain compliance documentation and assist with grant or project-based accounting

HR, Payroll & Benefits Administration

* Manage payroll coordination with external providers * Maintain accurate HR records and assist in onboarding/offboarding * Coordinate employee benefits, including health care, 401(k), phone stipends, and reimbursements

Process Improvement & Internal Systems

* Support process improvements and uphold company values across day-to-day tasks * Take initiative on ad hoc assignments that support company operations and growth. * Identify and implement process improvements to streamline workflows and increase efficiency * Maintain and evolve internal documentation (e.g., manuals, onboarding checklists, SOPs) * Maintain compliance and renewal calendars (e.g., insurance, licenses, leases).

Project Assistance

* Contribute to development and design projects. * Assist colleagues with projects and initiatives * Perform other duties as assigned

Qualifications

Minimum Qualifications

* +3 years of experience in office administration, operations, or bookkeeping * Strong communication skills, both written and verbal * Excellent organizational, time-management, and problem-solving abilities * Highly dependable, with strong attention to detail * Able to manage multiple priorities and operate independently in a fast-paced, creative environment * Demonstrated initiative and comfort managing up - flagging issues, identifying solutions, and helping leaders stay focused * Friendly, collaborative attitude and ability to maintain confidentiality * Familiarity with invoicing and accounting systems (e.g., QuickBooks) * Proficiency in Google Workspace, Microsoft Office (especially Excel), and could-based file management systems * Familiarity with office equipment and standard office management procedures * Experience in real estate, architecture, nonprofit, or mission-driven organizations is a plus * Bachelor's degree or equivalent experience preferred (high school diploma required) * Valid driver's license and current vehicle insurance if using personal vehicle for work * Physical ability to bend, stoop, kneel, and lift up to 30 lbs

Additional Information

Urban Patterns is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, regardless of race, color, sex, religion, age, national origin, disability, sexual orientation, gender identity, or any other basis prohibited by law.

Listing Type

Jobs | Hybrid

Categories

Clerical/Administrative | Office | Operations | Professional Services | Project Management | Real Estate

Position Type

Full Time

Experience Level

Entry Level

Employer Type

Direct Employer

Salary Min

60000

Salary Max

75000

Salary Type

/yr.