Office Manager
The Office Manager at Lola Interiors plays a crucial role in ensuring smooth and efficient operations. Their responsibilities include managing daily office activities, coordinating with clients and vendors, handling administrative tasks, overseeing procurement and supporting the design team. They manage correspondence with our accounting firm, maintain financial records, and perform financial tasks such as invoicing. Additionally, the Office Manager ensures the office environment is well-organized and conducive to productivity. Strong organizational, communication, and multitasking skills are essential for this role.Key Responsibilities
Bookkeeping
- Prepare and submit Monthly Design Time Invoices
- Create and manage client invoices, ensuring timely payment.
- Prepare Monthly & Quarterly Incentive Compensation Reports
- Manage Bank Deposits
- Send invoice reminders and follow up on overdue payments.
- Manage Accounts Payable
- Reconcile all credit card charges and bank statements to submit to accounting firm, daily.
- Manage account credits for damages or other with suppliers
Procurement
- Place and manage orders for project-related materials and supplies.
- Log order acknowledgments in the software system and check for accuracy.
- Process purchase orders and payments.
- Track orders and update the project management team on the status.
- Manage communication and coordination with receiving companies
- Resolve any issues related to damaged goods, including filing damage claims with insurance or shippers.
- Prepare tags and labels prior to receiving studio or client orders.
- Assist in receiving, unpacking and inspecting all deliveries to office, resolve damages or discrepancies
Administrative
- Order and maintain office equipment
- Manage and schedule all office maintenance and upkeep.
- Support the management team with administrative tasks as needed.
- Maintain the VRM database, ensuring all contacts, vendors, and suppliers are up to date, including tax documentation and W9’s
- Arrange for mail and package deliveries, as well as other office-related logistics.
- Be open and willing to assist in other areas of the business as needed
Skills and Requirements
- Bachelor’s degree in business, accounting, or a related field preferred.
- 5+ years of related experience, within the construction industry preferred
- Proficiency in Microsoft Office, Accounting software, and project management software such as Asana.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills with attention to detail.
- Proactive and able to resolve issues efficiently.
- Ability to work independently and as part of a team, with strong customer service skills.
- Ability to occasionally lift and move items as needed.
Compensation and Schedule
- Full-time, Salary commensurate with experience
- Comprehensive Benefits Package: Including health, dental and vision insurance options
- Company provision of short-term life insurance coverage
- Company Cell Phone Plan
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Expected hours: 36 – 40 per week
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
Experience:
- Bookkeeping: 1 year (Preferred)
Ability to Relocate:
- Fernandina Beach, FL 32034: Relocate before starting work (Required)
Work Location: In person