Join Our Team

STUDIO ADMIN

Location: Portland, Oregon
Job Type: 32-36 hours per week, in person

About the Studio

Bethany Rydmark :: Landscapes is a Portland-based landscape architecture and design practice stewarding thoughtful gardens and open spaces throughout the Pacific Northwest. Guided by history, curiosity, sincerity, and vision, we artfully weave design, ecology, and long term caretaking for legacy projects new and old.

We are seeking an experienced, organized, and proactive Studio Administrator to support the day-to-day operations of our growing practice.

About the Role

The Studio Administrator plays an important role in keeping the business running smoothly. This position combines financial administration, executive and team support, client communication, and general studio operations. Working closely with the Principal, the Studio Administrator will help maintain reliable systems, keep financial and administrative matters current, and ensure that both clients and team members have a positive experience.

The ideal candidate is detail-oriented, resourceful, and comfortable taking ownership of recurring responsibilities while knowing when to ask questions or bring decisions to the Principal.

Key Responsibilities

Financial Administration & Bookkeeping

• Prepare and issue client invoices, track payments, and follow up on outstanding balances.

• Monitor project budgets, fees, and expenses; flag potential issues or discrepancies.

• Process vendor invoices, expense reports, and reimbursements.

• Maintain accurate financial records and coordinate bookkeeping, reconciliations, and payroll.

• Assist with financial reporting, tax documentation, and annual business filings.

Executive & Team Support

• Manage the Principal’s calendar, schedule meetings, and coordinate appointments.

• Prepare proposals, meeting materials, agendas, and follow-up notes.

• Track administrative deadlines, commitments, and outstanding action items.

• Support employee onboarding and offboarding, maintain personnel records, and coordinate benefits and professional development activities.

Client Communication & Service

• Serve as a primary administrative contact for clients, vendors, and consultants.

• Respond to routine inquiries with warmth and professionalism, and direct design-related or sensitive matters to the Principal and/or relevant design team member.

• Coordinate client communications related to proposals, invoices, meetings, and project administration.

• Help ensure that client follow-ups and administrative needs are handled promptly.

Studio Operations

• Oversee daily studio needs, including supplies, equipment, maintenance, and office organization.

• Manage software subscriptions, technology accounts, and administrative systems.

• Maintain organized digital files, business records, licenses, insurance documents, and registrations.

• Develop and maintain simple processes and documentation that help the studio work efficiently.

Qualifications & Experience

• 5+ years of experience in office administration, bookkeeping, operations, or a similar role.

• Experience with invoicing, accounts payable and receivable, expense tracking, and basic financial administration.

• Proficiency with QuickBooks or similar accounting software and strong Excel skills, including spreadsheets and pivot tables.

• Excellent written and verbal communication skills, with a professional and approachable manner.

• Strong organizational skills and exceptional attention to detail.

• Ability to work independently, anticipate needs, prioritize competing responsibilities, and follow through.

• Discretion and sound judgment when handling confidential financial, client, and employee information.

• Experience in a design, architecture, landscape, or other professional services firm is a plus.

Tools & Systems

The studio currently uses FreshBooks, YNAB, OnPay, Microsoft Office/Excel, Dropbox, Adobe Acrobat, ClickUp, Twist, Gmail, and Zoom, with a transition to Quickbooks and Monograph planned. Familiarity with these platforms is helpful, but the ability to learn new systems is equally important.

Position Details

• Location: Portland, Oregon

• Schedule: 32-36 hours per week; in-studio position

• Compensation: $33.00-38.00 per hour depending on experience

• Benefits: Health, vision, and dental coverage, paid time off, holidays, retirement benefits, and professional development opportunities.

The studio values sustainable workloads and aims to maintain workweeks under 40 hours while offering meaningful benefits to permanent employees.

How to Apply

Please submit your resume and a brief introduction outlining your relevant experience and interest in the role to admin at brlandscapes dot com.

P.S. We appreciate thoughtful details—please mention your favorite plant memory in your email postscript.