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Interior Design Studio Office Manager with Experience
Andrea Rodman Interiors Inc., located in the Armoury district in Vancouver, is currently seeking an Office Manager / Executive Assistant / Project Manager. The ideal candidate will work directly with the Principal Designer / Owner in a boutique office setting consisting of 5 employees. It is a fast-paced environment with multiple projects happening simultaneously. Andrea Rodman Interiors designs beautiful award winning, distinctive homes for an upmarket sophisticated clientele. Coordination of all aspects of each project requires an organized, efficient, self-directed, flexible, and dedicated team player.
The candidate should have a minimum of 7 years office administrative and finance experience. This role requires someone with great memory, organizational skills, and the ability to work with minimal direction. Extensive administrative experience, use of QuickBooks and Microsoft Office Suite – especially Excel – is a must. The candidate should also possess a friendly demeanour so they can effectively interact with office visitors, clients, and sales representatives in a small office environment. Ability to be resourceful and work independently is essential.
Must be English speaking, a permanent resident of Canada, and live within a half hour drive of the Vancouver area. The position is in person at our studio. Partial remote work is available as an option after six months of employment.
***This is not a position for an aspiring interior designer or student of interior design***
Job Requirements
- Excellent oral and written communication skills, with exceptional follow-through
- Degree in Business Administration or similar discipline an asset
- Minimum of 5 years’ experience in a similar role with management responsibility and/or similar responsibilities
- Minimum five years of experience in Finance and or Accounting
- Highly detail-oriented with organizational and time management skills
- Proficiency with MacOS, Microsoft Office, Mail, iCalendar and Adobe Suite, Quick books
- Familiarity with Studio Designer software an asset
- Highly responsible and self-motivated individual with a positive can-do attitude, a calm demeanour and sense of urgency to meet deadlines, and track vendor deliverables
- Enjoys working in a small, fast-paced office environment managing a team
- Able to travel, has a valid Driver’s License
- Working within an interior design office, or design related business is preferred but not required
- Working knowledge of Employment Standards
- Working knowledge of Legalities of Contract Management and Employment
- 9am to 5pm Monday to Friday
Primary financial responsibilities will include but not be limited to:
- Ensure that the company’s financial goals are met through effective and efficient business
- Monitor cash flow; forecast revenue based on billing potentials and anticipate expenditures
- Monitor expenses on Client projects and business operations to ensure they do not exceed forecasted budget
- Manage A/P, Accounts Reconciliation (Credit cards, Checking, Savings bank account) by reviewing Furnishing budgets and VISA transactions monitored and managed by the Project Manager
- Reconciling invoices, payments and project expenses monthly
- Issue client invoicing against proposals and other related billing documents; liaise with Lead Designers for the review of these invoices
- Provide clients with account summaries and discuss concerns with billing and resolve discrepancies
- Assist accountant with processing monthly, quarterly and annual Corporate Taxations
- Take care of WCB Submissions
- Assist accountant and bookkeeper in Processing Payroll and T4’s
- Continually update templates and management document to improve on efficiency
- Monitor cash flow; forecast revenue based on billing potentials and anticipate expenditures
Primary furniture procurement responsibilities will include but not be limited to:
- Work collaboratively with designers to determine and define time frame, deliverables, and budget for decor projects
- Issuing Purchase orders. Purchasing and vendor follow up
- Purchase order sign off from clients
- Participate in project meetings with designers, vendors, and clients and follow up on important actions and decisions
- Be accountable for audit completion, to ensure accuracy of furniture specifications on quotes/orders against provided floor plans
- Track and manage all active projects and furniture orders, including following up and maintaining consistent communication with all stakeholders using Studio Designer software and excel tracking documents
- Manage trade accounts and build prolonged relationship with partnered vendors and suppliers
- Provide pricing and answers to client questions on products and services for ARI and Hem Interiors
- manage samples library for both ARI and Hem Interiors (our online store)
- Put orders through with vendors and organize shipping quotes and pick up and delivery to client or storage locations
- Track and manage all active projects and furniture orders, including following up and maintaining consistent communication with all stakeholders using Studio Designer software.
- Knowledge of inventory management
Primary legal responsibilities will include but not be limited to:
- Liaise with Corporate Lawyer to review Agreements with Employees, Contractors and Clients.
- Consult with Lawyer in regards to termination of Employment, Contractual Agreements or Client
Primary assistant to the director responsibilities will include but not be limited to:
- Liaise with insurance brokers in reviewing coverage and processing claims: auto, building and liability insurance.
Human Resources responsibilities will include but not be limited to:
- Work with the Director to determine Recruitment or Downsizing strategies
- Create Offer Letter, Employment Agreement and Contractual Agreement and Employment Reference.
- Maintains records of benefit enrolment. Submitting forms to health and welfare benefit carriers
- Post and screen candidates and provide on-boarding supports to new hires to arrange for addition, modification, and termination of coverage for employees
- Assists employees in submitting claim forms
- Processing Record of Employment for terminated employee
- Research immigration regulations and requirements for Non-Canadian hires
Client Relationship responsibilities will include but not be limited to:
- Create Retainer Request and Interior Design Services Agreement
- Ensure Client Satisfaction by providing clear and concise billing that reflects IDS Proposals Provide quick response and solutions to Client concerns
Operations responsibilities will include but not be limited to:
- Review office policies and procedures to continually improve efficiency
- Coordinate with employees to manage overtime
- Highly competent on MacOS, communication technologies such as Zoom and google meets and google calendar
- Ensure accuracy in timesheet entry to minimize time in invoice processing.
Administration responsibilities will include but not be limited to:
- Assist with office general mail and order office supplies
- Assist with setting up new alarm codes for employees
- Assist with leases for office rental
HR responsibilities will include but not be limited to:
- Overseeing all HR matters including company benefits, vendor and utility management.
- Manage A/P, Accounts Reconciliation (Credit cards, Chequing, Savings bank account) by reviewing Furnishing budgets and VISA transactions monitored and managed by the Project Manager.
- Issue client invoicing against proposals and other related billing documents; liaise with Lead Designers for the review of these invoices.
- Provide clients with account summaries and discuss concerns with billing and resolve discrepancies.
- Work closely with the accountant & bookkeeper to process monthly, quarterly and annual Corporate Taxations and WCB Submissions along with T4’s and payroll.
- Work closely with shipping logistics and brokers for bringing in furniture and art from around the world
Benefits:
- Tuition reimbursement for specific programs
- Office closed the last week of the year
- Work schedule flexibility
*We thank all applicants for their interest. However, only those selected for an interview will be contacted*
Job Type: Full-time
Salary: $55,000.00-$75,000.00 per year
Additional pay:
Benefits:
- Casual dress
- Dental care
- Extended health care
- Paid time off
Flexible language requirement:
Schedule:
Ability to commute/relocate:
- Vancouver, BC: reliably commute or plan to relocate before starting work (required)
