Are you the person who naturally brings order to a busy environment?

We’re looking for a highly organized, detail-oriented Office Admin & QuickBooks Pro to join a growing creative business specializing in interior design, renovations, and home staging. You’re someone with a bright, positive personality who loves creating order, catches the little details others might miss, and takes pride in getting things done right.

This is a hands-on, multifaceted role where you’ll help keep both the business and its projects running smoothly. Working closely with our Project Managers, Interior Designers, Site Coordinators, and leadership team, you’ll be the person helping connect the dots behind the scenes - Keeping information organized, details on track, and day-to-day operations moving forward so the team can focus on creating exceptional spaces and delivering an outstanding client experience.

What Sets Us Apart?

• Confidential hiring process.

• Paid vacation.

• Medical Spending Account.

• Opportunity to play an important role in a growing creative business.

• Collaborative team environment.

• A varied role where your organization and ideas can make a real difference.

Project Coordination & Team Support

• Support Project Managers, Interior Designers, the Site Coordinator, and the Staging Manager in coordinating renovation, design, and staging projects from start to finish.

• Assist with project scheduling, timelines, task tracking, and maintaining accurate project information in JobTread.

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

• Track purchase orders, lead times, backorders, shipping, and freight claims to help keep projects on schedule.

• Coordinate staging logistics, including deliveries, installations, and on-site support as needed.

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

Client Experience & Studio Operations

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

• Manage incoming inquiries and support client onboarding and ongoing project coordination.

• Schedule consultations, meetings, site visits, and other project-related appointments.

• Prepare client welcome packages and maintain accurate, up-to-date client records.

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

• Manage office supply orders and support the smooth day-to-day operation of the studio.

• Help deliver a consistently positive client experience at every stage of the project.

Financial Administration & Bookkeeping

• Manage day-to-day accounts payable and accounts receivable.

• Review, organize, and process vendor, supplier, and subcontractor invoices accurately and on time.

• Prepare payments in accordance with internal approval procedures.

• Prepare and issue client invoices, staging retainers, and other billings.

• Monitor outstanding balances, process incoming payments, and follow up on overdue accounts as needed.

• Track project expenses and maintain organized records of receipts, invoices, and supporting documentation.

• Maintain accurate and up-to-date financial information across JobTread, QuickBooks Online, Dext, and related systems.

Systems & Administrative Management

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

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

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

• Ensure information is accurate, current, and consistent across company systems and platforms.

• Identify opportunities to improve internal systems and workflows, and help implement practical solutions.

• Provide administrative support for meetings, travel arrangements, team coordination, and other operational needs.

Design & Procurement Support

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

• Assist with sourcing furniture, fixtures, finishes, and materials by researching product options, availability, and pricing.

• Coordinate procurement activities and maintain clear, timely communication with vendors and suppliers.

• Proofread, format, and organize client presentations, design packages, and other project materials.

• Track orders from placement through delivery, keeping procurement records accurate and up to date.

• Provide support during installations and attend occasional site visits as required.

Marketing & Business Support

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

• Help create, organize, and maintain marketing materials and company collateral.

• Support business development, process improvements, and other growth initiatives.

• Assist with local errands and provide occasional hands-on support for projects, installations, deliveries, and other operational needs.

• Excellent phone etiquette, with a friendly, professional, and confident approach to client, vendor, and team communications.

• Hands-on experience with JobTread is a strong asset.

• Proficiency with financial and administrative tools, including Dext, Quickbooks, EFT and payment platforms, Google Workspace, and cloud-based file management systems.

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

• Demonstrates the ability to complete detailed, high-quality work efficiently and accurately.

• Strong organizational skills with the ability to prioritize and manage multiple responsibilities at once.

• Thrives in a dynamic, team-oriented environment and is willing to jump in wherever needed - no task is considered above or below you.

• Naturally proactive, with a constant focus on improving both the client experience and internal processes. You’re always thinking, “How can we make this better?”.

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