The Office Manager at Lola Interiors plays a crucial role in ensuring smooth and efficient operations. Their responsibilities include managing daily office activities, communicating with clients and vendors, handling administrative tasks, overseeing the procurement process 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
- Manage Accounts Payable
- Reconcile all credit card charges and bank statements to submit to accounting firm
- Manage account credits with vendors
Procurement
- Place and manage orders for project-related materials and supplies.
- Process purchase orders and payments.
- Log order acknowledgments, track orders and update status in software system.
- Manage communication and coordination with receiving companies
- Resolve any issues related to damaged or missing goods, file damage claims with insurance or shippers and track credit.
- Prepare tags and labels prior to receiving product.
- Assist in receiving, unpacking and inspecting all deliveries to office, resolve damages or discrepancies
Administrative
- Manage phone systems and maintain professional phone etiquette
- Perform clerical duties such as filing, data entry, and organizing documents
- Order and maintain office equipment and supplies
- 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, vision and life insurance options
- Company Cell Phone Plan
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- Monday to Friday
- No weekends
Experience:
- Microsoft Office: 5 years (Preferred)
- Administrative experience: 5 years (Preferred)
- Administrative: 5 years (Required)
- Bookkeeping: 3 years (Preferred)
Ability to Commute:
- Fernandina Beach, FL 32034 (Required)
Ability to Relocate:
- Fernandina Beach, FL 32034: Relocate before starting work (Required)
Work Location: In person