Victoria Hagan Interiors is an AD100 Interior Design Firm. With offices in New York City and Palm Beach. The Studio works on a broad range of influential residences throughout the country, providing a complete range of design services that reflect Victoria’s signature style.
We are seeking a highly organized, and detail-oriented to join our team as an Office Administrator & Accounting Coordinator. This role supports both the operational and financial function of our creative studio, ensuring smooth day-to-day office management and accurate financial reporting.
Reporting to the Chief of Staff, this role blends administrative and financial duties, ideal for a motivated, detail-oriented individual who thrives in a fast-paced environment.
Key Responsibilities:
Office Management
Front Desk Management: Direct calls, and greet clients, vendors, and guests professionally.
Office Maintenance & Cleanliness: Conduct daily walkthroughs to ensure cleanliness throughout the studio.
Supply & Inventory Management: Monitor and manage office supplies, maintain clean and organized supply rooms, and order office essentials (stationery, pantry items, etc.).
Vendor & Facilities Support: Coordinate regular flower orders, assist with distribution of packages, and support other facilities needs.
General Office Support: Carry out ad hoc duties and provide general administrative support.
Accounting & Billing Coordination
Expense Reconciliation: Ensure accurate records of credit card and expense transactions.
Vendor Management: Maintain vendor records, manage communications, and route invoices for approval.
Financial Reporting & Reconciliation: Support the Chief of Staff by generating accounting reports, reconciling vendor receipts, and updating financial spreadsheets (including monthly travel billing).
Cross-Departmental Collaboration: Work with internal teams to ensure financial accuracy, resolve discrepancies, and follow up on missing backup documentation.
Weekly Financial Coordination: Prepare and present weekly accounting reports, track approved invoices, and update the financial tracking system.
Qualifications:
Minimum of 2 years of experience in accounting, finance, or administrative support, preferably within a creative or professional services environment.
Strong proficiency in Microsoft Excel and accounting software (Studio experience a plus).
Excellent communication and follow-up abilities.
Highly organized, with a strong attention to detail.
Ability to work independently and prioritize multiple tasks effectively.
Strong financial acumen, with a focus on accuracy and efficiency in handling financial records.
To apply, please send your resume to agrib@victoriahagan.com
https://victoriahagan.com/
