careers at preservation arts

Office MANAGER

REPORTS TO: Director of Finance & Operations

CLASSIFICATION: Full-time hourly, 5 Days/Week, On Site working hours 8:00 a.m. - 4:30 p.m.

COMPENSATION: $33.65/ hr  - $38.46/hour

DATE POSTED: April 30, 2026

Summary: The Office Manager at Preservation Arts provides comprehensive support to leadership and staff across operations, finance/accounting, and human resources. This role is responsible for overseeing daily office operations, ensuring efficient workflows, and supporting the overall functioning of the company. Key responsibilities include managing accounting processes, coordinating HR activities, and providing administrative support.

The Office Manager also serves as a flexible resource to leadership, taking on additional tasks and projects as needed. The ideal candidate is a self-starter who works well independently, demonstrates strong organizational and interpersonal skills, and is comfortable managing a diverse range of responsibilities. A willingness to learn and adapt in a dynamic environment is essential. 

Responsibilities:  

Accounting / Bookkeeping: Handles the accounting and bookkeeping functions using QuickBooks, including generating and sending sales invoices, receiving and recording payments, tracking and paying vendor bills, reconciling accounts, and preparing financial reports. 

Human Resources: Including collecting and processing timesheets using Gusto, administering payroll, supporting recruitment and onboarding of employees and contractors, managing benefits such as 401(k) and health insurance, maintaining employee records and policy documentation, coordinating performance reviews, ensuring regulatory compliance, tracking HR-related matters, and preparing and distributing 1099 and W-2 tax documents

Administrative Support: Provides comprehensive administrative support, including reviewing contracts, assisting with cost calculations, requesting and managing certificates of insurance, applying for and tracking permits and business licenses, and handling general office tasks such as ordering conservation supplies, printing, mailing, and maintaining organized paper and digital filing systems. 

Operations/Facilities: The Office Manager plays a key role in supporting the day-to-day operational and facilities needs of the organization, ensuring a functional, efficient, and well-maintained work environment for staff. This position is responsible for providing basic IT support, including maintaining staff technology and electronic equipment, as well as updating the company website to ensure current information. Also, the role includes overseeing the upkeep of the studio equipment and assisting with the phone system. Additional responsibilities include ordering and managing studio and office supplies, handling and distributing incoming mail, maintaining clean and well-stocked kitchen and common areas, coordinating conference registrations and logistics, and organizing travel arrangements such as flights, accommodations, and itineraries. 

Collections Management: Supports daily operations across client services, collections management, and administrative workflows. This role includes assisting with client inquiries, coordinating projects and time tracking, and providing backup support to the President, Vice President and Assistant Account Manager as needed. Key responsibilities involve preparing collection estimates, organizing and maintaining digital records, and streamlining large-scale data and documentation processes. The position also oversees a portion of client storage and recurring invoicing to ensure efficient operations and financial accuracy.

Requirements:

• Three or more years of professional experience in an administrative and accounting position

• Proficiency with QuickBooks, Gusto, Ramp, and Google Workspace

• Experience using online portals and administrative systems

• Familiarity with MacBooks, iPads, and standard office equipment (e.g., printers)

• Strong organizational, communication, and multitasking skills with high attention to detail

• Ability to work independently and collaboratively with flexibility and professionalism

• Quick learner with the ability to adapt in a fast-paced environment

• Clean DMV record and willing to undergo a background check

• Interest in Art and Art History is a plus

• Experience in the arts community (e.g., conservation studio, gallery, or museum) preferred

Working Conditions: Applicants must be comfortable with working in a team environment or independently. 

General Time Commitment: This position is full-time, hourly with benefits.

Physical Demands: This position will include moving objects, equipment and materials. It requires an ability to stand, walk, move and remain active consistently and for lengthy periods. Ability to perform routine bending, stooping, twisting, and reaching. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Compensation and Benefits: The hourly rate for this position is $33.65/ hr  - $38.46/hour. Preservation Arts offers 100% healthcare coverage for employees and 50% for dependents, 100% dental coverage for employees, optional Vision, and a health and dependent care FSA. Employees are eligible to enroll in the company’s 401(k) plan after 6 months of employment with an automatic 3% company contribution and additional profit sharing and pension contributions. Employees are eligible for annual educational reimbursements for professional development.

Apply to: 

Human Resources, Preservation Arts

jobs@preservation-arts.com

Interested applicants should send PDF versions of a letter of intent, resume, and contact information for three professional references. Please, no phone calls.

Please note: Preservation Arts is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, religion, sex, gender or gender identity, national origin, disability, age, citizenship status, marital status, Vietnam era or special disabled veteran's status, sexual orientation or other basis protected by law. Preservation Arts makes reasonable accommodations for qualified applicants and employees with disabilities as defined by and in compliance with California law. 

Please Note: You must be eligible to work in the United States, we cannot sponsor work visas at this time.