Finance & Operation coordinator

Job Description

Job Description

About the job

Finance & Operations Coordinator

Location: Pasadena, CA (On-site)

Employment Type: Full-Time

About WB Design Group

WB Design Group is a boutique interior design and luxury home staging company serving the Greater Los Angeles area. We specialize in high-end residential design, custom furnishings, and luxury home staging. As our company continues to grow, we are seeking a highly organized, detail-oriented, and proactive Finance & Operations Coordinator to help build and support our internal financial and operational systems.

This role is ideal for someone who enjoys both finance and operations and wants to grow into a key leadership position within a growing company.

Position Overview

The Finance & Operations Coordinator is responsible for supporting the company's daily financial operations, procurement process, vendor management, and administrative functions. This position plays an important role in maintaining accurate financial records, managing purchasing activities, monitoring expenses, and improving operational efficiency.

As the company grows, this position has strong long-term potential to develop into an Operations Manager role.

Key ResponsibilitiesFinance & Bookkeeping

• Organize and manage project expenses, receipts, and invoices.
• Review and reconcile company credit card transactions.
• Maintain accurate expense records by project.
• Assist with bookkeeping using QuickBooks.
• Prepare weekly financial summaries and expense reports.
• Support payroll preparation by maintaining employee timesheets and attendance records.

Procurement & Vendor Management

• Manage Purchase Orders (POs) and maintain procurement records.
• Coordinate with vendors regarding quotations, orders, deliveries, and order status.
• Track shipments and delivery schedules.
• Follow up on outstanding orders and vendor communications.
• Purchase office supplies and maintain office inventory.

Operations & Reporting

• Prepare and submit the Weekly Operations Report, including:
• Procurement updates
• Outstanding items
• Credit card transaction summaries
• Expense tracking
• Maintain organized purchasing, vendor, invoice, and receipt documentation.
• Identify discrepancies or unusual expenses and report them to management.
• Assist in improving internal purchasing and financial processes.

Administrative Support

• Answer incoming phone calls and respond to general administrative emails.
• Maintain organized company records and files.
• Provide general administrative and operational support as needed.

Qualifications

• 2+ years of experience in bookkeeping, finance, accounting, operations, office management, or a related field.
• Experience with QuickBooks is preferred.
• Strong organizational and analytical skills.
• Excellent attention to detail and accuracy.
• Proficient in Microsoft Excel, Microsoft Office, and Google Workspace.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience with procurement, purchase orders, vendor management, or project coordination is a plus.

What We're Looking For

We're looking for someone who is:

• Highly organized and detail-oriented.
• Trustworthy and able to handle confidential financial information.
• Proactive and takes ownership of responsibilities.
• Comfortable following up with vendors and internal team members.
• Interested in building systems and improving operational efficiency.
• Eager to learn and grow with a growing company.

Career Growth

We believe in investing in our employees and providing a clear path for professional growth.

The first six months of employment are designed as a structured training and development period. During this time, you will become familiar with our vendor network, procurement processes, internal systems, and the interior design industry. As your knowledge, responsibilities, and contributions grow, you will have opportunities for increased responsibility, compensation growth, and career advancement.

This position has strong long-term potential to grow into an Operations Manager role as WB Design Group continues to expand.

Compensation & Benefits

Compensation

• $4000/month during the 3-month probationary period.
• Upon successful completion of the probationary period and satisfactory performance, compensation will be adjusted to $5,000/month or more .
• Opportunities for annual performance and salary reviews based on individual performance and company growth.

Benefits

• Paid holidays & vocation.
• Paid Time Off (PTO) in accordance with company policy.
• Opportunities for professional growth and career development.
• Health Insurance & Dental Insurance.