Senior Business Office Specialist

Job Description

Job Description

Island Interiors at Ocean Reef is seeking a highly organized, detail-oriented, and customer-focused Senior Business Office Specialist to provide administrative, financial, human resources, and operational support for our interior design and furnishings business.

This position plays a vital role in supporting the design, sales, ordering, planning, installation, and billing processes while maintaining exceptional relationships with clients, vendors, contractors, installers, and team members. The ideal candidate is a proactive professional with strong communication, accounting, organizational, and problem-solving skills.

Essential Responsibilities

Client & Business Support

• Maintain positive client relationships through prompt, courteous, and professional communication.
• Respond to telephone, email, and in-person inquiries from clients, vendors, contractors, and installers.
• Support the design, sales, ordering, installation, and invoicing processes for Island Interiors products and services.
• Maintain and prioritize departmental and company task lists to ensure efficient workflow and follow-through.

Accounting & Financial Administration

• Prepare and distribute client invoices in a timely manner.
• Process payments to vendors, contractors, installers, and service providers.
• Reconcile accounts receivable and accounts payable records.
• Prepare and reconcile bank deposits.
• Assist with maintaining accurate financial records and documentation.
• Coordinate with external accounting and business service providers, supplying requested information promptly.

Human Resources & Administrative Support

• Maintain employee personnel records and confidential HR documentation.
• Track employee hours worked and related records.
• Assist with onboarding and employment-related administrative processes.
• Provide HR support to management and staff as needed.

Office Operations

• Maintain company vehicle records and related documentation.
• Manage facility access, security credentials, and SunPass records.
• Coordinate maintenance and upkeep of office facilities.
• Maintain organized filing systems for client, vendor, contractor, installer, and company records.
• Provide secretarial and administrative support, including correspondence, letter writing, data entry, and document preparation.
• Perform other duties and special projects as assigned.

Qualifications

Required Skills & Experience

• Excellent verbal and written communication skills.
• Strong customer service and relationship management abilities.
• Experience working with vendors, contractors, installers, and service providers.
• Proficiency with Microsoft Office Suite, business software applications, and general PC operations.
• Strong bookkeeping, invoicing, accounts payable, and accounts receivable experience.
• Excellent organizational skills and attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Professional phone etiquette and interpersonal skills.
• Strong documentation, filing, typing, and letter-writing abilities.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Accounting, Office Management, Human Resources, or related field.
• Experience in interior design, furniture retail, construction, home furnishings, or related industries.
• Experience supporting small business operations and office administration.

Compensation & Benefits

• Competitive salary based on experience.
• Paid time off and holidays.
• 401(k) retirement plan
• Health insurance
• Opportunities for professional growth and development.
• Collaborative and professional work environment.

Island Interiors at Ocean Reef is an Equal Opportunity Employer and values professionalism, integrity, teamwork, and exceptional customer service.

Island Interiors at Ocean Reef is a premier luxury interior design firm specializing in custom furnishings, window treatments, space planning, and turnkey design solutions. Our team is dedicated to creating sophisticated, personalized interiors while delivering exceptional service and attention to detail for discerning homeowners.

Company Description

Island Interiors at Ocean Reef is a premier luxury interior design firm specializing in custom furnishings, window treatments, space planning, and turnkey design solutions. Our team is dedicated to creating sophisticated, personalized interiors while delivering exceptional service and attention to detail for discerning homeowners.