About Us:
We are a boutique residential interior design firm dedicated to crafting custom, curated, and highly functional spaces that change the way you live. Since our inception in 2018, we’ve focused on a highly personal design process, ensuring every detail is deeply considered to make your home a place you love. Our design style blends traditional and modern elements, incorporating thoughtful details like organic textures, high-end materials, and vintage or contemporary pieces. We are committed to a collaborative journey with our clients, from concept to completion.
We are seeking a detail-oriented Admin/Operations Manager to join our team. In this role, you will be responsible for supporting daily operations, managing bookkeeping, assisting with purchasing, and providing administrative support to help our team grow and thrive.
Key Responsibilities:
Administrative Support:
- Answer phone calls, manage emails, and coordinate client communication.
- Organize and maintain project files, contracts, and design documentation.
- Arrange couriers, accept packages, and handle office logistics.
- Assist with outlining business goals and contribute to day-to-day operations.
Operations & Office Management:
- Prepare and compile invoices for all billable hours, ensuring they are submitted for approval and sent to clients.
- Order and maintain office supplies, materials, and design samples.
- Assist with project tracking, timelines, and deliverables.
- Book travel and help with logistics, including cross-border deliveries.
Bookkeeping & Financial Support:
- Handle monthly invoicing for clients and vendors.
- Reconcile visa statements with purchases, cross-reference invoices, and log purchases.
- Prepare expense reports, track project budgets, and process reimbursements.
- Assist with quarterly HST payments and other tax filings.
- Generate monthly profit reports on billable hours and project profitability.
Purchasing Support:
- Submit purchase orders (POs) to vendors for client purchases, including furniture and design materials.
- Communicate with vendors, take purchase orders, and track deliveries.
- Log purchases and maintain accurate financial records to cross-check against invoices.
Growth & Business Development:
- Take on additional responsibilities as the business expands.
- Support in outlining and implementing business strategies and goals.
Qualifications:
- 5+ years of administrative, bookkeeping, or operations experience, ideally in the design or other professional services industry.
- Strong knowledge of bookkeeping practices, including invoicing, expense reports, and account reconciliation
- Highly organized, with excellent attention to detail and the ability to manage multiple tasks.
- Excellent communication skills, both verbal and written.
- Experience in purchasing goods, coordinating logistics, and vendor management.
- Familiarity with the design industry is a plus but not required.
What We Offer:
- A collaborative and supportive work environment.
- Opportunity to work on high-end residential projects that are highly personal and impactful.
- Competitive salary
