Overview:
A fast-paced, high-end residential interior design firm based in Newton seeking a proactive and highly organized Office Manager / Project Administrator. This multifaceted role is ideal for someone who thrives in a detail-oriented, creative environment and enjoys both operational responsibility and high-level executive support.
Key Responsibilities:
Financial & Operational Support:
Manage accounts payable/receivable, payroll, and employee reimbursements
Maintain accurate financial records and documentation
Process invoices, purchase orders, and vendor payments
This position require 28-32 hour per week and the schedule has some flexability
Assist with budgeting and tracking project expenses
Organize receipts and manage costs of goods sold
Schedule and track project installations and deliveries
Administrative Management:
Serve as the first point of contact for the office: manage phones, email inquiries, and office supplies
Provide day-to-day support to the company owner including calendar management, travel arrangements, personal errands, and administrative assistance
Maintain software licenses, insurance records, and other compliance-related documentation
Act as a trusted representative of the principal when communicating with clients, collaborators, and vendors
Oversee the materials and samples library
Maintain the office and process invoices for rent and utilities
Client & Vendor Communication:
Respond to client billing inquiries with professionalism and clarity
Follow up with clients post-installation to ensure satisfaction
Liaise with vendors, trades, and service providers to keep projects running smoothly
Assist in processing purchase orders, applying payments and tracking items
Support onboarding for new clients
Qualifications:
Proficient in Microsoft Office Suite and Google Suite
Experience with Design Manager or Studio Designer is a strong plus
Familiarity with Dropbox, Adobe Creative Suite, Asana and/or Canva is desirable
Strong organizational skills, attention to detail, and ability to manage multiple priorities
Excellent communication and interpersonal skills
Experience in a creative or design-driven industry preferred