Full Charge Bookkeeper/Office Manager

Seeking experienced full time, full charge Bookkeeper/Expediter/Office Manager for a busy and growing decorating/interior design firm in West Palm Beach.

Job Duties to include:

Bookkeeping

Sending purchase orders to vendors

Sending payments to vendors

Tracking items for delivery & updating the office tracking spreadsheet accordingly

Other duties as assigned to assist the Project Manager and interfacing with remote accountant. Develop and submit invoices to clients using Ivy & rectify monthly with QuickBooks Online Accounts Receivable/Accounts Payable

Generate monthly bank and credit card reconciliation reports

Calculate and submit payment for monthly sales tax to offsite accountant

Submit Bi-weekly payroll

Purchasing Coordination

Purchasing, tracking, and coordination of furniture, fixtures, and accessories

Development of project installation timelines

Creation and management of project master documents and data

Liaise between design team, vendors, and clients

Preparation of proposals and purchase orders using Ivy software

Procuring estimates from trades and vendors

Coordinating deliveries and shipping for purchases

Keeping fabric and material library up to date and organized

Maintaining client files, and materials in a precise fashion

Preparation of client presentations

Office Administration

Maintenance of office and supplies

Answer and direct calls

Coordinate the organization and logistics of projects, including creating and tracking client purchases and delivery/installation scheduling

Track and expedite submitted orders

Develop weekly project priorities and communicate with design team

Manage vendor relationships and communication

Plan, manage and coordinate all installations with design team

Accept and oversee periodic deliveries at client’s homes

Creating estimates, proposals, invoices and purchase orders for clients & vendors

Liaise with delivery and installation team weekly

Maintain office calendar

Experience and proficiency with Quickbooks Online a MUST, proficient with Apple, MAC, Quickbooks Desktop, MS Office (Outlook, Word, Excel) and Google spreadsheets.

Experience with designer software such as IVY a plus but not necessary as long as candidate knows how to do Purchase Order and Vendor Deposits/Invoices functions as well as demonstrates a willingness to learn specific designer-based software.

Knowledge of Interior Design specific terminology (i.e., CFAs, backorders, drop shipping, resale certificates) a plus but not a necessity. We will train the right candidate. Candidate must have high attention to detail, especially concerning numbers, excellent communication and writing skills, ability to handle a high volume of documents and busy workload and be an extremely organized, self-starting multitasker.