Office Administrator & Coordinator

ROLE CONTEXT

The Office Coordinator keeps Red House Design Build's office, finances, and front door running so the rest of the team can deliver a world-class client experience. The role exists to make the company's daily operations dependable and its financial records accurate — quiet work that, done well, lets everyone else focus on the project. The company core values of Care, Clarity, and Trust are visible at every interaction.

MAIN RESPONSIBILITIES

The Office Coordinator protects the integrity of its financial records and the professionalism of its physical and client-facing presence. This is an execution role — while it does not set financial policy or make vendor, compensation, or strategic decisions, it is trusted to enter data accurately, process payments on time, coordinate client invoices accurately, and exercise first-line judgment about what to resolve and what to escalate to the Finance, HR & Admin Manager. Excellence looks like clean books, a guest-ready studio, and clients and vendors who feel cared for at every touchpoint.

CORE ACCOUNTABILITIES

• Facilities & Office Management
• Administrative, AP & Financial Support
• Reception & Client Interaction
• Inventory & Asset Management
• Short-Term Rental Coordination

KEY RESPONSIBILITIES

1. Facilities & Office Management

• Maintain an organized, welcoming office, studio, and grounds, guest-ready during business hours.
• Oversee office supplies and equipment; reorder before stockouts.
• Coordinate facility upkeep, cleaning, and vendor services.
• Coordinate space for meetings, events, and staff needs.

1. Administrative, AP & Financial Support

• Process accounts payable: data entry, AP coding, and check/ACH payment preparation through QuickBooks and Buildertrend.
• Collect and track Subcontractor Certificate of Insurance renewals.
• Maintain the QuickBooks–Buildertrend sync; resolve routine discrepancies and escalate complex ones to the Finance, HR & Admin Manager.
• Support month-end close by reviewing vendor, bank, and credit card accounts for completeness and collecting missing receipts and documentation, delivering clean data for reconciliation.
• Assist with client Accounts Receivable.
• Manage team calendars and book internal and external meetings.

1. Reception & Client Interaction

• Serve as the first point of contact for clients, visitors, and vendors, in person and by phone.
• Answer and direct calls, emails, and inquiries.
• Support discovery calls — gather preliminary information and hand off cleanly to the right team member.
• Check in with clients at key project phases.

1. Inventory & Asset Management

• Maintain inventory records for office supplies and equipment.
• Track company-owned assets (computers, cell phones, etc.).
• Schedule company vehicle service and maintenance & maintain current data on status of vehicles

1. Short-Term Rental Coordination

• Review the booking calendar and flag concerns to the supervisor.
• Confirm cleaning, restocking, and unit readiness ahead of guest arrivals.
• When the primary co-host is out of pocket, serve as guest point of contact
• When primary co-host isn’t able, coordinate cleaning crews.
• Manage maintenance and vendors during business hours.

PERFORMANCE STANDARDS

• AP entered and coded accurately, with check/ACH runs completed on the established payment schedule and no missed vendor due dates.
• QuickBooks–Buildertrend sync kept current; discrepancies caught and either resolved or escalated before they reach month-end.
• Month-end account review and receipt collection completed on the schedule the Finance, HR & Admin Manager sets for close, with data clean enough to reconcile without rework.
• Studio and reception maintained to a guest-ready standard throughout business hours.
• STR turnovers prepped with no guest-facing misses (missing essentials, unready units).

LEADERSHIP & BEHAVIORAL COMPETENCIES

Self:

• Instills Trust — Handles confidential financial, vendor, and personnel-adjacent information with discretion; does what she says she'll do; is direct and truthful when something is wrong or behind.
• Demonstrates Self-Awareness — Seeks and accepts feedback without defensiveness; knows the edges of her own knowledge and grows from mistakes.
• Being Resilient — Stays composed and service-oriented under the competing demands of front desk, finance, and facilities; recovers quickly when priorities collide.

Role-relevant:

• Optimizes Work Processes — Knows the most effective and efficient way to run recurring office and AP workflows; looks for small improvements in how data moves between QuickBooks and Buildertrend and how the office runs day to day.
• Collaborates — Works across departments to collect receipts, documentation, and approvals; partners with the team and vendors to get things done while keeping interactions positive and trust intact.

MINIMUM QUALIFICATIONS

• 3+ years in office administration, operations coordination, or client services.
• Strong organization and attention to detail under shifting priorities.
• Excellent communication; comfortable client-facing.
• Working familiarity with QuickBooks, Buildertrend, and Google Workspace.
• Basic accounts payable and financial data-entry knowledge.
• Design, remodeling, or construction background a plus.

WORK ENVIRONMENT

Standard office environment; on-site, client-facing.

POSITION DETAILS & COMPLIANCE

• Full-time, Non-Exempt (Eligible for overtime pay at 1.5x the hourly rate for hours worked over 40 in a workweek)
• Compensation Range: $25.96 – $29.81 per hour
• Located: 100% on-site. 

PHYSICAL REQUIREMENTS

• Must be able to lift, push, pull, and carry up to 30 pounds occasionally (e.g., managing office inventory, handling deliveries, and restocking short-term rental essentials).
• Ability to stand, walk, sit, bend, reach, and safely navigate stairs across the office studio and managed properties.
• Prolonged periods of sitting at a desk and working on a computer screen.
• Must possess a valid driver’s license and clean driving record (required for coordinating and transporting company vehicles for maintenance).

LEGAL NOTICES

Employment-at-Will: Employment with Red House Design Build is at-will, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or prior notice. This document outlines general accountabilities and does not constitute an employment contract.

Equal Opportunity Employer: Red House Design Build provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity or expression, veteran status, or any other characteristic protected by Rhode Island or federal laws.