Office Manager + Procurement

5 months ago

Vancouver, Canada Andrea Rodman Interiors Full time

**About Us**

We believe in enriching lives through design.

Andrea Rodman Interiors (ARI) is a luxury interior design firm based in Vancouver, BC offering interior design and decorating services for residential renovations and new construction. Passionate about the details, we pride ourselves on delivering an exceptional design experience for our clients. We are looking for others who share our tenacity and enthusiasm for delighting the people we interact with.

We are a small and close-knit team that share a passion for:

- **Quality - **We care about the details and getting things right.
- **Work ethic -** We’re willing to roll up our sleeves and put in the effort to achieve an exceptional result.
- **Work-life balance -** Taking care of our wellness is a priority so we can all show up at our best for ourselves and each other.

If those priorities resonate with you too, we look forward to getting to know you more.

As the administrative backbone of ARI, you are an organizational wiz, passionate about ensuring i’s are dotted and t’s are crossed. You have exceptional verbal and written communication skills with a focus on delivering consistently exceptional results. Responsible for day to day office operations, you spend your time supporting the interior design team in executing on their projects, managing the furniture procurement and reconciliation cycle, and supporting the Creative Director with their personal administrative needs from time to time.

**Responsibilities**

ADMINISTRATION
- Manage the day to day functions of the office space
- Complete documentation for various administrative tasks and transactions
- Schedule meetings and manage calendars
- Provide basic IT support for software and hardware
- Liaise with external vendors to ensure consistent delivery of support and services
- Review company tools and software needs regularly, identifying issues and opportunities for improvement
- Review office policies and procedures to continually improve efficiency
- Proactively identify opportunities for improvement, when appropriate

FINANCE
- Support the bookkeeper / Accountant as needed to ensure all financials are up to date and accurate
- Complete business related bank transactions and review bank accounts regularly
- Manage A/P and accounts reconciliation with support from leadership
- Process payments as needed
- Manage A/R - Issue client invoices 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

HR
- Manage timesheets and ensure all time away is properly logged.
- Keep track of banked time
- Manage time away from employees and collect approvals.
- Clarify any questions the employees has around their timesheets and payroll

FURNITURE PROCUREMENT
- Work collaboratively with designers to determine and define time frame, deliverables, and budget for furniture procurement
- Place furniture orders with vendors, organize shipping quotes, and pick-up and delivery to client or storage locations
- Track and manage furniture orders, including following up and maintaining consistent communication with all stakeholders using Studio Designer software
- Participate in procurement-related project meetings to follow up on important actions and decisions
- Manage trade accounts and build prolonged relationship with partnered vendors and suppliers

CLIENT RELATIONS
- Create Retainer Request, Interior Design Services Agreement, and any other proposals and contracts
- Ensure client satisfaction by providing clear and concise billing that reflects IDS Proposals
- Provide pricing and answers to client questions on products and services for ARI and Hem Interiors
- Provide quick response and solutions to client concerns

PERSONAL ASSISTANCE
- Assist Creative Director with personal financial and social tasks
- Monitor expenditure on credit cards; complete monthly reconciliation
- Complete research and compile documentation for personal projects, as required
- Other tasks, as assigned

**Skills & Experience**
- 5 + years experience in the administrative field
- A degree or certificate in Business Administration is considered an asset
- Demonstrated finance/bookkeeping experience, proficient knowledge of Quickbooks
- Computer proficient; we use Google Workspace, Studio Designer, Dext, and Teamwork
- Excellent written and verbal communication skills
- Exceptional organizational skills
- Driven to achieve impeccable results
- Detail-oriented and motivated to achieve deadlines
- Consistent, transparent communication
- Adaptable and inclusive
- Access to a vehicle and having a valid driver's license
- Technologically savvy with software

**Bonus Points**
- A passion for, or experience in, interior design
- Previous experience implementing new software
- Experience managing a small team

**Benefits**
- Casual dress
- Company events
- Tuition reimbursement f

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