Operations Manager

ABOUT VISBEEN ARCHITECTS

Visbeen Architects is a Grand Rapids, MI-based residential and commercial architecture firm renowned for designing timeless, custom homes that blend traditional craftsmanship with thoughtful, livable design. Founded by Wayne Visbeen, AIA, the firm has earned national recognition for its work, including numerous design awards, while remaining rooted in the collaborative, personal approach that defines a boutique practice. Our talented team works closely with clients from concept through completion, creating spaces that are as functional as they are beautiful.

POSITION SUMMARY

We are seeking a highly organized, proactive, and resourceful Operations Manager to support our leadership team and oversee daily office operations. This role is critical to the success of our small business, serving as the central point of coordination across administrative, operational, and client-facing functions.

In this position, you will work directly with company leadership, managing a wide range of responsibilities that require strong judgment, initiative, and attention to detail. The ideal candidate thrives in a dynamic environment, is comfortable wearing multiple hats, and takes ownership of their work with minimal direction.

This is not a task-based administrative role—this position requires someone who can anticipate needs, solve problems, and continually seek ways to improve efficiency and organization across the business.

KEY RESPONSIBILITIES

Executive Support & Coordination

• Serve as a trusted partner to company leadership, providing both administrative and operational support
• Manage calendars, schedule meetings, and coordinate logistics for internal and client-facing interactions
• Prepare meeting materials, track action items, and ensure follow-through
• Handle sensitive information with discretion and professionalism

Office & Business Operations

• Oversee the day-to-day operations of the office, ensuring a well-organized and efficient environment
• Act as the primary point of contact for vendors, service providers, and facility-related needs
• Manage office systems, supplies, mail, and in-office meeting coordination
• Identify gaps or inefficiencies in workflows and proactively implement improvements

Client Experience & CRM Management

• Serve as a key point of contact for client communication and follow-up
• Maintain and actively manage CRM systems, ensuring accurate tracking of leads, projects, and touchpoints
• Support client engagement efforts, including thoughtful follow-up and marketing-related outreach
• Manage inbound inquiries and ensure timely, professional responses

Financial & Administrative Support

• Assist with contract creation, document management, and DocuSign workflows
• Support invoicing and accounts receivable processes
• Maintain organized filing systems for both digital and physical records

Human Resources & Team Support

• Create and manage job postings, screen candidates, and coordinate interviews
• Support onboarding and offboarding processes
• Assist with employee setup, including technology and systems access

Marketing & Project Coordination

• Coordinate with external partners on marketing and content initiatives
• Assist with award submissions, project documentation, and scheduling (e.g., photography)
• Support internal efforts to track and showcase company work

Technology, Systems & Process Improvement

• Troubleshoot basic technical issues and support day-to-day software use
• Manage internal systems, access, and password documentation
• Proactively research, evaluate, and implement new tools or systems to improve efficiency
• Stay current with emerging technologies and identify opportunities to enhance workflows

SKILLS & QUALIFICATIONS

What We’re Really Looking For

• Someone who takes ownership and follows through
• Someone who notices what needs to be done without being asked
• Someone who is comfortable figuring things out and improving processes
• Someone who brings a positive, solutions-oriented attitude to their work

Required

• Strong organizational and time management skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Close attention to detail and strong problem-solving ability
• Self-starter with the ability to work independently and take ownership of responsibilities
• Comfortable working in a fast-paced, evolving environment with shifting priorities
• Strong interpersonal skills and ability to work with a variety of personalities and work styles
• Proficiency in Microsoft Office Suite and general business software
• Demonstrated ability to quickly learn new tools, systems, and technologies
• Curious, resourceful mindset with a willingness to research and adopt new solutions

Preferred

• CRM experience
• Experience with Adobe Creative Suite and/or creative writing
• Familiarity with AI tools and platforms

Work Experience & Education

• 3–5 years of experience in an operations, office management, or executive administrative role
• Experience in a professional services, design, or project-based firm is a plus
• Bachelor's degree in Business, Communications, or a related field preferred; equivalent experience considered

WORK ENVIRONMENT

• In-person role based in Grand Rapids, Michigan
• Small, collaborative team environment with high visibility and impact
• Opportunity to grow into a hybrid work model over time

COMPENSTATION & BENEFITS

• Full-time, salaried position
• $62,000-$72,000 annually, commensurate with experience
• Full benefits package including health, dental, and vision insurance
• 401K
• Paid time off and holidays

HOW TO APPLY
Please send your resume and a brief cover letter to [email protected]. We'd love to hear why this role is a great fit for you.

Pay: $62,000.00 - $72,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Office Management: 3 years (Preferred)
• Executive Administrative Support: 3 years (Preferred)

Location:

• Grand Rapids, MI 49546 (Preferred)

Work Location: In person