Expeditor/Administrative Assistant - Willetts Design & Associates, Inc. - La Quinta, CA

Job Description
We are seeking an enthusiastic and enterprising Expeditor/Administrative Assistant to join our thriving high-end residential design company. The ideal candidate will work closely with the principal designer, clients and vendors to manage the fiscal aspects of design projects from inception to final invoicing. Responsibilities include clerical accounting work for all design projects, office management, expediting all design job orders, and maintaining client accounts.

Job Responsibilities
Administrative Duties:

• Manage incoming correspondence including emails, telephone and other inquiries, and mail


• Organization of office including creation and maintenance of client files, ordering supplies and stamps, and maintaining client CRM


• Oversee Accounts Receivable: processing client payments and deposits, purchase agreements, purchase orders, maintain PO files


• Responsible for oversight of expediting activities, including order acknowledgement, vendor communication, order status and tracking, goods received, order review and final delivery, and maintaining expediting calendar


• Oversee Accounts Payable: reviewing client invoices, charging expenses to accounts and cost centers by analyzing invoice/expense reports, recording entries, payment of office bills, and verifying vendor accounts by reconciling monthly statements and related transactions


• Track time and mileage for all staff/per client and tally weekly/client


• Coordinate installations with designers and maintain work appointments calendar


• All other duties as assigned

Job Requirements:

• Bachelor’s Degree or equivalent from an accredited institution


• Minimum of 3 years working experience in an AP/AR position


• Knowledge of basic accounting standards and practices


• Highly proficient in Microsoft Word and Excel, familiar with Dropbox, Google, MapQuest, etc.


• Familiarity with IMPACT or STUDIO IT an asset


• Must be extremely well organized, detail oriented, and possess exceptional communication and client service skills; able to professionally manage relationships with vendors, general contractors and architects


• Prior experience with a construction and/ or a design company a significant asset

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• Compensation and Terms of Employment : Salary to be commensurate with experience. This is a part-time position, with the potential to develop into a full-time role.

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• About Our Company: Willetts Design & Associates, Inc. is an innovative and respected residential design firm located in La Quinta, California. We offer refined design services, art advisory and imaginative architectural solutions that reflect our clients’ passions, personalities and lifestyles. We create transformational designs that perform and shared experiences that inspire.

Required experience: