Operations Manager & Bookkeeper

Operations Manager & BookkeeperJob DescriptionAnswer and direct all incoming callsOversee multiple office email accountsManage daily office operations and administrative proceduresLead and support administrative staff while fostering a positive, team-oriented work environmentImplement and improve operational systems while maintaining existing processesMonitor and maintain office resources, updating supplies and equipment as neededOrder and maintain office and kitchen suppliesManage the internal office calendarAssist in organizing events, including permitting, catering, staffing, and hiring off-duty officersOffice & Building MaintenanceManage, schedule, and track maintenance for HVAC, electrical, mechanical, plumbing, fire safety, landscaping, and office cleaningsConduct daily building walkthroughs to identify and address maintenance issues or repairs promptlyAccounts Payable & ReceivableManage day-to-day accounts payable and receivableProcess wires and ACH paymentsInvoice short- and long-term building tenantsInvoice long-term tenant for owner’s personal rental condoTrack and pay quarterly fees related to owner’s personal rental condoOversee banking and credit card accountsTrack mortgage payments and transfer funds as neededAssist external bookkeeper with tracking, documenting, coding, and reconciling expensesOversee showroom consignment accounts, including sales tracking, monthly reporting, and payment processingFile monthly sales tax reports for multiple statesDesign Client ResponsibilitiesManage client invoicing, payments, and account reconciliationsOversee project budgetsManage procurement and tracking of all client purchasesProcess and record purchase orders for client purchases and sync with QuickBooksEnsure Design Tally is accurate and balanced; provide reports to clients as requestedMaintain organization of all design client filesAnnual Filings & RenewalsProcess annual insurance renewals and coordinate required inspectionsConduct annual insurance auditsProcess annual business license filingsManage annual LLC filings with the State of FloridaExperience & Qualifications3–5 years of experience in financial management, bookkeeping, or accounting3–5 years of operations or management experienceExperience in interior design, construction, or luxury retail preferredDesign Files experience is a plusShopify experience is a plusExtensive experience with QuickBooks, Excel, and Microsoft Office SuiteProficiency working on Mac computersStrong communication and customer service skillsAbility to manage multiple projects with discretion and efficiencyExceptional organizational skills with strong attention to detailProactive problem solver who remains calm under pressure