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

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Job Description:
Willetts Design & Associates is seeking an AP/AR-Expeditor willing to preform varied tasks and a range of duties associated with a high-end residential design company. The 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 jobs and the running of the office, expediting all design job orders, and maintaining all client accounts.

Job Responsibilities:
Office Duties – Answer phones, file paperwork, open and sort mail and staff emails, order supplies, stamps, create client files and maintain client CRM (birthdays, etc)
Process Orders – Receive money from clients, apply deposits to purchase agreements, process purchase orders, file in PO binder, expedite orders with vendors, invoice clients.
Expedite Orders – communicate with vendors regarding order status, track shipping, enter info., eta’s, acknowledgements and confirm vendor pricing in system. Keep expediting calendar. Review completed orders, coordinate installations with designers, and invoice clients.
Pay office bills
Help keep work appointments calendar.
Track time and mileage for all staff/per client and tally weekly/client.
American Express Bill – Pay monthly, enter charges in spread sheet, and send bill, spread sheet, and copy of payment to bookkeeper.

Job Requirements:
Bachelor’s Degree or equivalent from an accredited university
Possess a minimum of 3 years’ experience working in an AP/AR position
Knowledge of basic accounting, maintenance of accounts payable and receivable
Fluent in Microsoft Word and Excel, familiar with Dropbox, Google, MapQuest, etc.
Familiarity with IMPACT or STUDIO IT a plus, but not required
Must be extremely organized, detail oriented, and well versed in communicating and corresponding with clientele, vendors, general contractors and architects in a professional manner.
Interest and/or background in Interior Design/Construction helpful

About Our Company:
Willetts Design & Associates is a high-end boutique residential design firm located in La Quinta, CA. We work with high-value clientele looking to create their ideal residential experience. We are looking for a responsible, reliable, team-oriented individual that wants to grow with our company.

Exact Salary:
Salary is commensurate with experience. There is a 90-day probationary period for all new hires and all employees must sign a confidentiality agreement.

Will start as part-time job, may develop into full-time.