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Part - Time Office Manager

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Please send cover letter and resume to Position Overview: As the Office Manager for Olamar Interiors, you will assist the owner of the company and the design team with various administrative, expediting and customer service duties to include but not limited to client & vendor interaction, database management, and accounts payable and receivables. Position: Part-Time, Hourly, 20 hours per week Responsibilities: Administration and Customer Service~ 30% o -Platinum level customer service for all Olamar Interiors interactions o -Immediate communication with, follow up, tracking and scheduling of potential clients including receiving, reviewing & following up on Potential Client Survey o -Maintaining online and in office calendars up to date and accurate o -Ordering office supplies when needed o -Scheduling design team/client/vendor interactions for consultations/presentations/installations/deliveries o -Maintaining organized and accurate filing system, including organizing and updating current client binders and online folders and filing of all closed client, financial and other business related documentation. o -Maintaining up to date procedures manual Accounts Receivable -- 20% o -Reviewing client proposals, entering and applying client payments and creating and emailing invoices to clients o -Inputting client related, office and administrative expenses into bookkeeping program o -Track, label and organize expenses and send to accountant on a monthly basis Accounts Payable and Expediting -- 40% o -Creating and sending purchase orders to vendors, placing and tracking client orders, vendor follow up, receiving vendor acknowledgments, and tracking payments to vendors o -Maintaining up to date client order spreadsheets, presenting order status to design team, addressing back order and discontinued item concerns in a timely manner o -Communicating with designers and/or design assistant regarding status of project expediting, trouble-shooting, backorders and other issues/concerns as they arise. o -Communicating with clients regarding order status, and tracking item receipt by clients, delivery company and Olamar Interiors. Database ~ 10% o -Maintenance of up to date databases, including: o -Potential Clients o -Active Clients o -Past Clients o -Vendors o -Important partners/collaborators Skills Required: o -Must be extremely organized o -Must be able to effectively manage multiple tasks and activities o -Must be able to see tasks through from beginning to end effectively o -Must be able to prioritize effectively o -Must possess excellent communication skills o -Must possess a positive phone demeanor with potential, current and past clients, vendors and collaborators o -Must be a quick thinker and be able to troubleshoot issues as they arise o -Must possess excellent computer skills: o -Microsoft Office for Mac including Word, Excel, Powerpoint, Outlook o -Internet savvy a must o -Bookkeeping program experience (Quickbooks, Studio Webware) o -Experience in interior design, interior decoration, home furnishings, retail or architecture a plus

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