Office Manager Application
Hyphae Design Lab is a cutting edge environmental design and engineering firm specializing in innovative living systems, sustainable design and engineering. Hyphae consistently pushes the seam on large scale design projects, teaming with established architects all over the country and encouraging the team to embark on integrative system designs that are uniquely tailored to each project site to achieve maximum sustainability. Hyphae specializes in living systems such as green roofs, living walls, constructed wetlands, and stormwater management systems.

We are currently looking for an Office Manager to help Hyphae and its mission thrive! Our team works closely together so we are looking for a flexible team player who appreciates the exciting environmental work we do. This is a great position for someone looking to gain professional experience and build a resume.

Responsibilities include:

*General Office Administration:

-General daily administration, including fielding phone calls
-Order and organize office supplies as needed
-General filing and office organization
-Assist in organizing weekly company allocations meetings
-Vendor Management
-Renew and apply for company insurance policies and professional certifications
-Collect, organize and file financial, operations, and HR documents
-General computer maintenance for office computers, such as: software update, hardware purchases and service agreements
-Fill out and submit any documentation from governing agencies


-Invoice clients in Quickbooks
-Pay company bills (mostly automated)
-Cash flow and other financial reporting to Principal and Project Managers
-Act as liason to accounting firm

*Human Resource Management:

-Recruitment (job postings, resume review, interview scheduling)
-New Hire Processing (new hire orientation/onboarding, I-9 verification, payroll, office manual)
-Personnel file management
-Tracking employee PTO: Vacation and Sick Leave
-Processing employment terminations

The Office Manager is also welcome and encouraged to contribute their time and effort towards website development, social media marketing, special project organization, project proposal development, and more! Let us know what you are interested in by filling in the 'Other' box of the application.


-Bachelor's Degree or work experience equivalent
-Familiarity with QuickBooks Online and general bookkeeping practices
-Experience using spreadsheet and word programs (Excel and Mac programs a bonus)
-Experience using Google Docs
-Previous Office Management, Administrative Assistant, or Payroll/HR experience


-Strong work ethic to work in an exciting and fast-paced environment
-Interest in ecological and environmental justice
-IT knowledge
-Experience working in small business management
-Familiarity with the design world
-Able to thrive in a deadline-oriented environment

*Compensation & Hours:

Compensation is negotiable and based on level of experience. The Office Manager will receive Health/Dental benefits and Paid time off after 2 months of permanent employment. We are located in Downtown Oakland, a few blocks from the 12th Street BART station.

The position of Office Manager is a full time 40+ hour per week, depending on company needs, M -- F from 9:00 -- 5:00. This position may require additional time outside regular work hours based on needs.

Please fill out our online application.

Basic Information
First Name *
Your answer
Last Name *
Your answer
Email *
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Telephone Number *
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Current Address *
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Skills & Experience
Years of Office Management Experience *
Your answer
Cover Letter *
Please provide a LINK to your cover letter. Your cover letter must clearly address your current skills and how you will be an asset to our company. PLEASE DO NOT WRITE YOUR LETTER DIRECTLY INTO THIS TEXT BOX.
Your answer
Educational & Work Experience *
Please provide a LINK to your CV/Resume here. Please DO NOT write your resume in this space.
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References *
Please list two references other than relatives or friends. Examples: current/previous employer, professor.
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Applications & Tools (that you know & use) *
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