Office Manager

In the land of craft beer, craft coffee, and craft doughnuts, we craft the visual effects of film and television, using tools of science to create pieces of art.Refuge is an Emmy Award-winning visual effects studio based in Portland; a self-styled “Monster Shop,” specializing in the creation of creatures, FX, and the world-building that bring shows to life. Refuge is home to a team of skilled artists and producers committed to breakthrough work in visual effects. We aim to consistently present the world with fresh, innovative visuals. We thrive on creativity and collaboration, blending science with artistry to provide opportunities for talented professionals to bring their ideas to life.OFFICE MANAGER – ROLE DESCRIPTIONThis is a full-time, on-site role for an Office Manager based in Portland, Oregon. The Office Manager will oversee day-to-day administrative functions reporting to the Head of Studio with a dotted line reporting relationship to the Head of Production and Finance Manager. The right candidate will maintain professional customer service, handle company-wide communications, maintain office supplies, and coordinate various office-related maintenance & repairs to ensure a smooth work environment.Additionally, the Office Manager will assist the Head of Production and the Finance Manager with HR onboarding, coordinating studio social and cultural activities (including office events and offsite retreats), keep internal supplies and kitchen groceries fully stocked, provide ad hoc administrative support for the supervisory and executive employees, coordinate travel as necessary, and assist with inputting payroll and invoicing data for the finance department.QUALIFICATIONS· Proficiency in administrative assistance, including scheduling, document management, and organization.· Proven expertise in office administration, including managing office supplies, coordinating meetings, and ensuring compliance with company policies.· Isn't afraid to ask questions! An understanding of how all the pieces fit together is your greatest asset.· Pays close attention to fine details.· Knows how to cut through the static to identify urgent needs and information· Has good instincts on who needs to be involved in urgent decisions.· Experience in maintaining and troubleshooting office equipment to ensure smooth daily operations.· Excellent customer service skills to foster positive relationships with clients and other external partners.· Proficiency in relevant software tools and the ability to adapt to new systems as needed (see below for short list of required software).· Ability to work independently and as part of a team, demonstrating initiative and problem-solving skills.DETAILED JOB RESPONSIBILITIESStudio Operations & Facility Management· Oversee day-to-day office operations, ensuring the studio is clean, stocked, and ready for work each day.· Coordinate with the Head of Studio to communicate with building management and facility vendors, ensuring all repairs and services are approved and completed to standard.· Maintain the kitchen’s daily cleanliness, including managing dish workflow and shared appliances.· Manage external vendors for the office cleaning schedule, communicating priorities for deep cleanings of the kitchen and common areas.· Stock, organize, and maintain office supplies and maintain kitchen inventory.· Receive, sort, and distribute deliveries; coordinate returns and basic shipping.Executive & Finance Administrative Support· Support the executive team with general administrative tasks.· Coordinate travel as necessary.· Support the Finance Manager with bookkeeping tasks, including inputting payroll data and processing of invoices.· Collaborate with the Finance Manager to generate and provide financial reporting as needed.· Handle sensitive information with discretion and maintain confidentiality.Onboarding & HR Support· Assist HR with administrative coordination, including collecting onboarding and intake forms.· Support onboarding logistics (workspace readiness, office orientation, and access coordination).· Help provide and manage employee ID badges for on-site employees.Culture & Hospitality· Support in-studio meetings and visitors with basic hospitality (coffee, water, meal setup) as needed.· Coordinate internal culture events and social activities (team lunches, birthdays, welcome moments, and occasional studio parties), both onsite and offsite.· Serve as the point person for studio celebrations and morale-boosting events.Proficiencies· Microsoft Office Suite (calendar management, email, and spreadsheets).· Zoom, including how to set up recordings, and troubleshoot connections or other issues.· Gusto or other payroll software experience.· QuickBooks or similar bookkeeping software.HOW TO APPLYApplicants should submit resumes to refuge@efugevfx.com.Applicants receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender, disability, age, protected veteran status or any other basis prohibited by law.