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Administrative Assistant at Robert Half
Robert Half
Aliso Viejo, California
Administration
Posted 1 days ago
Job Description
Job Description
Job Description
We are looking for a dedicated Administrative Assistant to join a boutique interior design firm in Aliso Viejo, California. This Contract-to-long-term position offers an exciting opportunity to contribute to the operational success of creative design projects while supporting daily office functions. The ideal candidate will demonstrate exceptional organizational skills and attention to detail, ensuring seamless coordination between clients, vendors, and the design team.
Responsibilities:
• Manage the creation and processing of invoices, purchase orders, and vendor payments to ensure accuracy and timely submission.
• Maintain comprehensive financial and project records, tracking expenses and verifying billing compliance with project budgets.
• Serve as a point of contact for clients, vendors, and contractors, handling inquiries related to orders, delivery schedules, and payment arrangements.
• Prepare and format documents, proposals, and presentation materials to support design projects.
• Organize office schedules, including coordinating meetings, site visits, and client calls.
• Provide administrative support to the design team, ensuring all files, correspondence, and documentation are well-organized and updated.
• Collaborate with the accounting and design teams to resolve billing discrepancies and maintain accurate financial records.• Minimum of 2 years’ experience in an administrative or accounting support role, preferably within interior design, architecture, or creative industries.
• Strong attention to detail and high accuracy in billing, data entry, and document organization.
• Excellent communication skills, both written and verbal, with the ability to engage professionally with clients and vendors.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook; familiarity with design or accounting software such as QuickBooks or Studio Designer is a plus.
• Exceptional organizational and multitasking skills, with a proactive and collaborative approach to teamwork.
Responsibilities:
• Manage the creation and processing of invoices, purchase orders, and vendor payments to ensure accuracy and timely submission.
• Maintain comprehensive financial and project records, tracking expenses and verifying billing compliance with project budgets.
• Serve as a point of contact for clients, vendors, and contractors, handling inquiries related to orders, delivery schedules, and payment arrangements.
• Prepare and format documents, proposals, and presentation materials to support design projects.
• Organize office schedules, including coordinating meetings, site visits, and client calls.
• Provide administrative support to the design team, ensuring all files, correspondence, and documentation are well-organized and updated.
• Collaborate with the accounting and design teams to resolve billing discrepancies and maintain accurate financial records.• Minimum of 2 years’ experience in an administrative or accounting support role, preferably within interior design, architecture, or creative industries.
• Strong attention to detail and high accuracy in billing, data entry, and document organization.
• Excellent communication skills, both written and verbal, with the ability to engage professionally with clients and vendors.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook; familiarity with design or accounting software such as QuickBooks or Studio Designer is a plus.
• Exceptional organizational and multitasking skills, with a proactive and collaborative approach to teamwork.
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