Title: Business & Operations Manager
Category / Sector: Interior Design
Location: New York, NY
Job Description:
- Lead the firm’s day-to-day financial, administrative, human resources, and office operations; supervise operational staff and support the Principals with business planning and growth initiatives.
- Manage accounts payable and receivable, including vendor deposits and payments, cash receipts, client invoicing, outstanding balances, and client fund requests; oversee the bookkeeper and maintain accurate records across business entities.
- Administer payroll, employee benefits, the PEO relationship, timesheets, and payroll reimbursements; manage recruiting, hiring, onboarding, offboarding, PTO records, employee files, and internal staff communications.
- Prepare monthly cash-flow projections, financial summaries, client budget reports, overhead and revenue analyses, and project-profitability reports for review with the Principals.
- Manage client contracts and project financial administration, including fee tracking, time billing, client-service invoices, payment links, final billing, project closeout, and coordination of purchasing funds with bookkeeping and procurement teams.
- Monitor bank accounts, credit cards, wire transfers, and fund allocations among cost-of-goods, sales-tax, internal-billing, and operating accounts; organize tax-return information and coordinate sales-tax documentation and filings.
- Serve as the primary liaison with banks, accountants, attorneys, investment firms, insurance brokers, and other service providers; manage insurance renewals, vendor contracts, rent, utilities, office services, and other financial obligations.
- Supervise office administration and company records, develop and improve SOPs and internal controls, support leadership with forecasting, scheduling, travel, client communications, and events, and oversee the financial and operational administration of the affiliated e-commerce business.
Job Requirements:
- Minimum of five years of experience in business operations, financial administration, accounting support, or office management within interior design, architecture, construction, or a related project-based professional-services industry.
- Proficiency in QuickBooks, Studio Designer, and Microsoft Office, with the ability to learn and manage payroll, banking, procurement, and e-commerce platforms.
- Demonstrated experience managing accounts payable, accounts receivable, payroll, client billing, cash-flow reporting, and financial documentation.
- Strong financial-analysis skills, including the ability to monitor overhead, revenue, project profitability, outstanding obligations, and cash requirements.
- Excellent organizational and project-management skills, with the ability to manage multiple responsibilities, deadlines, accounts, and projects simultaneously.
- Exceptional attention to detail and accuracy, with the ability to work independently, establish priorities, follow through on assignments, and identify issues before they disrupt operations.
- Proactive problem-solving skills, a self-starting approach to process improvement, and the ability to remain accurate, responsive, and dependable in a fast-paced environment.
- Excellent verbal, written, presentation, and interpersonal communication skills, with the professionalism, collaboration, and sound judgment needed to work with employees, clients, Principals, vendors, and external professional partners while handling sensitive information.
