Overview:
We are seeking a highly organized and detail-oriented Office Administrator with bookeeping skills to join our team. As an Office Administrator, you will play a crucial role in ensuring the smooth operation of our office and providing administrative support to our staff and clients. This is a full-time to part time position with opportunities for growth and advancement.

Responsibilities:
- Manage the daily operations of the office, greet visitors, and provide excellent customer service
- Answer phone calls, take messages, and direct calls to the appropriate person
- Coordinate and schedule appointments and meetings for Kate + the team
- Assist with clerical tasks such as filing, photocopying, and data entry
- Maintain office supplies inventory and place orders as needed
- Handle incoming and outgoing mail and packages
- Manage vendor relationships and ensure timely payment of invoices
- Assist with bookkeeping tasks, such as processing expense reports, ensuring clients are being invoiced and charges on CC align with client invoices.

Skills:
- Proven experience in an administrative role
- Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Excellent written and verbal communication skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, keynote, quickbooks)
- Ability to handle sensitive information with confidentiality
- Exceptional phone etiquette and customer service skills
- Detail-oriented with a high level of accuracy in work
- Strong problem-solving skills and ability to work independently
- Experience in client / vendor management is a plus

We offer competitive compensation based on experience. This is an excellent opportunity for someone looking to grow their career in office administration. If you are a motivated individual with strong administrative skills, we would love to hear from you.

Kate + Co Design Inc is dedicated to improving living and working environments by providing luxurious, innovative and inspiring designs.

Office Administrator Responsibilities

Assist the owner and principal designer fulfill the mission and maintain the values of Kate + Co Design Inc., in all undertakings.

Client liaison + reception, build positive working relationships with individual home owners, industry contacts, and related companies to promote repeat business.

Oversee status of current and past projects. Ensure projects are on track, in process and delivered on time.

Carry out a wide range of tasks either independently or under general direction of Kate Davidson.

Daily Tasks:

Client liaison + reception. Take calls and check email for new client inquiries.
Oversee schedule, client meetings, explain services, fee structure + process.
Call clients prior to meetings. Prepare for + inform Kate the day before meetings.
Oversee proposals, account reports + project schedules.
Prepare invoices on Quickbooks, manage orders + schedule deliveries.
Oversee office organization + prepare for client meetings.
Submit payroll hours + ensure that Kate is paying HST remittances on time before the 15th of every month.
Follow up with vendors on status of orders.
Marketing - work on social media, ensure it is being maintained, schedule shoots with photographer + assist with editorial content.
Assist designers with design packages, sourcing items + gathering quotes.
Coordinate overall project activities and tasks with designers, clients, vendors and sub-contractors.
Oversee status of current and past projects. Ensure projects are on track, in process and delivered on time for team. Ensure designers have projects prepared a week ahead of due date for Kate to review and revisions to be made.
Update Kate + Co current project list weekly.
Ensure each staff members project lists are updated weekly.
Liaison with vendors, ordering samples, confirming pricing, availability and product details.
Ensure new clients are being billed for consultations + deposits are received.

Skills, Education and Experience

Working knowledge of Mac, PC, Quickbooks, Power Point, Excel, and Photoshop is an asset.

Verbal and written proficiency in the English Language.
Concise and accurate communication skills for interaction with fabricators and suppliers.

Experience: Bookkeeping: 2+ years, Customer service: 3+ years.

Outstanding verbal and written proficiency in the English Language.

Job Types: Full-time, Part-time

Expected hours: 30 – 40 per week

Additional pay:

Bonus pay
Commission pay
Overtime pay

Benefits:

Company events
Discounted or free food
Paid time off

Flexible language requirement:

French not required

Schedule:

Monday to Friday

Education:

Secondary School (required)

Language:

English (required)

Work Location: In person

Kate + Co Design jobs

Office Administrator