Office Manager

We are a full architectural & interior design services company specializing in the hospitality and residential industries. We are in the Decorative Center of Houston and service clients throughout the United States and internationally.

• Welcome visitors, in person or on the telephone, answering or referring inquiries as appropriate
• Maintain the neat and tidy appearance of the reception area, conference rooms, copy/supply areas, and kitchen area
• Set up new project numbers and phases in the project management program
• Maintain Week Ahead / Time Allotment documents
• Order office supplies as needed to maintain stock of routine items; order special items as directed
• Maintain and update client/contact database in Outlook
• Handle incoming and outgoing mail and deliveries (FedEx, UPS); Schedule as necessary
• Manage various office Outlook calendars
• Maintain Architecture and Interior Design licenses in various states
• Maintain completed project archiving
• Assist with the resolution of IT issues that arise
• Assist with outside vendor relations and scheduling presentations as necessary
• Coordinate and prepare for occasional office events
• Handle accounts payable tasks
• Record client payments and process deposits
• Input client project expenses and credit card purchases in project management software
• Handle monthly client billing cycle: drafting invoices, finalizing with principals, sending to clients
• Handle coordination of consultant engineers, etc. including preparing consultant agreements, obtaining monthly invoices, tracking % completion, and making payments
• Reconcile credit card statements and enter transactions accurately
• Complete monthly and year-end closing processes
• Onboard new employees
• Process bi-monthly payroll
• Order lunches or pick up lunches for office events
• Support Owners with special requests and/or projects as necessary

• At least 5 years experience in a small office handling administrative and accounting tasks; preferably in a business service industry
• Business and finance administration knowledge
• Knowledge and experience in basic bookkeeping tasks
• Friendly and helpful attitude always and a strong customer service focus
• Strong ?team member? attitude
• Ability to function in a fast-paced environment and maintain a positive attitude
• Proficient knowledge of Microsoft Outlook, Word, and Excel
• Willingness and ability to learn project management software (Bill Quick) and accounting software (QuickBooks desktop)

• Experience in QuickBooks Desktop
  

Interested candidates please send resume in Word format Please reference job code 133568 when responding to this ad.