Are you an exceptionally organized professional who enjoys bringing structure, efficiency, and attention to detail to a growing creative business? We are seeking an Operations Coordinator & Bookkeeper to support our interior design, renovation, and home staging projects. Working closely with our Project Manager, Interior Designers, Site Coordinator, and leadership team, you will play an essential role in keeping projects organized, systems running smoothly, and clients receiving an exceptional experience from start to finish.

This multifaceted role combines project coordination, financial administration, and operational support. You will manage accounts payable and receivable processes, including invoice processing, payment coordination, client billing, expense tracking, and maintaining accurate financial records within JobTread, QuickBooks Online, Dext, and other systems. You will also support project scheduling, procurement, vendor coordination, purchase orders, delivery tracking, client intake, and maintaining detailed project documentation to ensure every detail is handled with care.

The ideal candidate is highly organized, proactive, and detail-oriented, with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. You are a collaborative team player who enjoys working alongside designers, project managers, trades, and leadership while taking ownership of your responsibilities. If you thrive on creating order, improving processes, and supporting a team that creates beautiful spaces, this could be the perfect opportunity for you.

Why us?

• A confidential hiring process

• Paid vacation

• Medical Spending account

Project Coordination & Team Support

• Support the Project Manager, Interior Designers, Site Coordinator, and Staging Manager with the successful delivery of renovation, design, and staging projects.

• Assist with project scheduling, timeline management, and maintaining accurate project information within JobTread.

• Coordinate vendor communications, product procurement, deliveries, installations, and trade appointments.

• Track purchase orders, lead times, backorders, and freight claims.

• Assist with staging logistics, including delivery coordination and on-site support when required.

• Manage calendars, schedule meetings and consultations, and coordinate team schedules.

Client Care & Studio Operations

• Serve as a professional first point of contact for clients, prospective clients, trades, and vendors.

• Manage incoming inquiries and support the client onboarding process.

• Schedule consultations, meetings, and project-related appointments.

• Prepare client welcome packages and maintain accurate client records.

• Coordinate incoming deliveries and maintain an organized, professional studio environment.

• Order office supplies and support day-to-day office operations.

• Deliver exceptional client service throughout every stage of a project.

Financial Administration

• Manage accounts payable and accounts receivable processes.

• Process vendor, supplier, and subcontractor invoices accurately and efficiently.

• Prepare and facilitate payments following internal approval procedures.

• Issue client invoices, staging retainers, and administrative billings.

• Monitor outstanding balances and follow up on overdue accounts.

• Process incoming payments and maintain accurate financial records.

• Track project expenses and organize receipts and supporting documentation.

• Ensure financial information remains synchronized across JobTread, QuickBooks Online, Dext, and related systems.

Systems & Administrative Management

• Maintain organized digital files, project documentation, and company records.

• Create and update client profiles, job files, and project cost records.

• Manage Google Drive folders, templates, workflows, and Gmail inbox organization.

• Ensure data accuracy across all company systems and platforms.

• Support the development and improvement of internal systems, processes, and workflows.

• Assist with travel arrangements, meetings, and team logistics as needed.

Design & Procurement Support

• Prepare estimates, proposals, purchase orders, and project documentation.

• Assist with sourcing furniture, fixtures, finishes, materials, and pricing information.

• Support procurement activities and vendor communications.

• Proofread and format client presentations and design packages.

• Maintain procurement records and monitor order status.

• Assist with project installations and occasional site visits.

Marketing & Business Support

• Assist with website updates, project portfolio management, and social media content.

• Support the creation and maintenance of marketing materials and collateral.

• Contribute to business development and operational growth initiatives.

• Provide additional administrative support and occasional local errands related to projects, installations, and company operations.

• Minimum 3 years of experience in administrative support, office coordination, bookkeeping, accounts payable, or accounts receivable.

• Previous experience within interior design, residential construction, home staging, renovation, or real estate is highly preferred.

• Diploma or Degree in Accounting, Business Administration, or a related field is considered an asset.

• Direct, hands-on experience with JobTread and/or QuickBooks Online is required.

• Strong proficiency with financial and administrative software, including Dext, EFT/payment platforms, Google Workspace, and cloud-based file management systems.

• Valid driver's license and access to a reliable vehicle for occasional site visits, staging support, deliveries, and local errands.

• Excellent verbal and written communication skills with a professional, client-focused approach.

CoCalibrate is an innovative solutions provider dedicated to matching top Executive Assistants with top-producing Professionals.