Refuge Visual Effects · 2 hours ago
Office Manager
Portland, Oregon Metropolitan Area
Full-time
Onsite
Mid LevelRefuge Visual Effects is an Emmy Award-winning visual effects studio based in Portland, specializing in the creation of creatures and FX for film and television. The Office Manager will oversee daily administrative functions, maintain office supplies, and support HR responsibilities while ensuring a smooth work environment for the team.
AnimationFilm ProductionGraphic Design
Hiring Manager
Joel Stephens
Responsibilities
Oversee day-to-day office operations, ensuring the studio is clean, stocked, and ready for work each day
Support the executive team with general administrative tasks that keep the office and leadership focused on their primary tasks
Assist HR with administrative coordination, including collecting onboarding and intake forms and routing them to the appropriate internal owner
Support onboarding logistics (workspace readiness, office orientation, and access coordination as applicable) in coordination with HR and IT
Help provide and manage employee ID badges for on-site employees, including issuance, tracking, and coordination with HR/IT or building management as needed
Stock, organize, and maintain office supplies; maintain inventory levels and reorder cadence to prevent stockouts and reduce waste
Receive, sort, and distribute deliveries; coordinate returns and basic shipping as needed
Coordinate with Head of Studio to assist in communicating with building management, facility vendors, and service providers as needed
Coordinate with Head of Studio to assist in minor facility repairs and escalate to appropriate vendors or leadership
Manage vendor schedules (cleaning, pest, maintenance, etc.) and confirm work is completed to standard
Keep the kitchen clean and orderly, including maintaining dish workflow, surfaces, and shared appliances
Coordinate the office cleaner schedule and communicate priorities related to the kitchen and common areas
Support in-studio meetings and visitors with basic hospitality (coffee, water, light 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
Handle sensitive information with discretion and maintain confidentiality
When appropriate, leads the way to solutions without fomenting animosity among cross-functional business partners
Qualification
Required
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
Preferred
Gusto or other payroll software experience is a plus
QuickBooks or similar bookkeeping software is a plus
Company
Refuge Visual Effects
Refuge Visual Effects is a visual design studio that offers animation, set extensions, fluid simulations, and compositing services.
Founded in 2013
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase