Office & Accounting Coordinator

Job Description

Front Desk & Accounting Assistant- Houston, TX 77056

Boutique architecture and design firm that provides full architectural & interior design services specializing in the hospitality and residential industries. We are located in the galleria area in a beautiful office and service clients throughout the United States and internationally.

The Office Administrator holds a key role in the day-to-day functioning of our small office. The general duties include:Responsibilities:

Welcome visitors, in person or on the telephone, answering or referring inquiries as appropriate

Maintain the neat and tidy appearance of the reception area, conference rooms, copy/supply areas, and break room

Schedule/handle all outgoing and incoming deliveries (Fed Ex, UPS, etc.)

Handle incoming and outgoing mail

Maintain and update client/contact database in outlook

Update office directories and lists as appropriate

Enter, monitor, and follow up with the work orders with building management

Support Project Managers and Accounting Manager with administrative and special projects

Set up new project numbers and phases in the project management program (BillQuick)

Input project and office accounting expenses in project management software (BillQuick)

Maintain Week Ahead / Time Allotment documents

Maintain project archiving

Support IT department and assist with IT issues that arise

Coordinate and prepare for office events

Maintain office password sheets

Support Project Managers with administrative and special projects as needed

Perform accounts payable and receivable functions

Reconcile Credit Card statements

Assist with monthly client billing functions

Support Accounting Manager as needed

Manage various office Outlook calendars

Order lunches or pick-up lunches for office events

Prepare correspondence as necessary

Support Owners with administrative and special projectsQualifications:

Bachelor's degree in business or accounting related field with the interest in growing into an accounting related role

Friendly and helpful attitude always; Strong customer service focus

Great time management skills, ability to juggle multiple tasks, and ability to meet deadlines

Excellent attention to detail and proactive in meeting needs

Dependable and able to ensure that tasks are completed accurately and timely

Strong written and verbal communication skills

Flexible, organized, and able to complete responsibilities with minimal supervision

Proactive in taking on tasks and projects

Ability to function in a fast-paced environment and maintain a positive attitude

Proficient knowledge of Microsoft Outlook, Word, and Excel

Ability to learn employer project management software (BillQuick)

Interest and experience with technology

Ability to produce business correspondence; proofread for grammar, spelling and punctuation with a high degree of accuracy

Experience managing the calendar of a busy office

Business and finance administration knowledge

Bookkeeping skills

Experience in QuickBooks Desktop is a plus

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