Office Administrator (Part-Time)
Overview:
Dominique DeLaney Interior Design is seeking a part-time Office Administrator. The position is ideal for an outstanding professional who has master project management skills. The position will work directly with all team members of the firm, playing an essential behind-the-scenes role in executing the daily tasks relating to our design firm and the ordering and tracking of merchandise for client projects. This is a part-time, in-office position: Monday | Wednesday | Friday from 8:30 a.m. to 1:30 p.m.
Responsibilities:
• Track and enter office expenses based on purchase receipts, reconciling against bank statements
• Prepare necessary reports and documents for Principal, Business Development Manager, and Accountant
• Keep proper records of business documentation and licenses
• Manage filing systems
• Manage inquires, funneling to the correct team member
• Manage inventory for office, kitchen, and facility supplies
• Ready office for guests, setting up refreshments, office, and presentation materials
• Assist Business Development Manager with Client communications, marketing, PR opportunities, and social content, as needed
• Assist design team by obtaining samples and quotes, as needed
• Accept and record Client deposit and invoice payments, process and record Vendor order payments
• Place orders based on vendor’s preferred process
• Review vendor acknowledgments for accuracy
• Track progress of items for key dates, coordinating receiving
• Coordinate with Principal to reconcile business expenses
• Coordinate and schedule contractor installation work, as needed
• Manage sales tax for all purchases
• Provide weekly and monthly status reporting
• Liaise with vendors and contractors to ensure they are providing goods and services, as needed
Requirements:
• 2 years of product procurement experience, preferred
• 2 years of office administration and book keeping experience, highly preferred
• Degree in Business Administration, preferred
• Experience in design showroom, products, or design industry procurement
• Interior Design vendor knowledge a big plus
• Proficiency Studio Designer software, preferred
• Gifted at building and maintaining professional relationships
• Excellent verbal and written communication skills
• Highly organized, process, and detail-oriented
• Extremely skilled at coordinating interdependent processes and timing
• Gifted in multi-tasking in a fast paced environment
• Must be effectual at coordinating and communicating with vendors
