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Part-time Office Assistant for fast-growing small business

2 months ago

Malibu, United States Riveter Consulting Group Full time

Location: Primarily remote with periodic in-person office support in Malibu, CA (MUST BE LOCAL)

Schedule: Part-time, approximately 10-15 hours per month

About Us:

This company is a dynamic and growing company specializing in healthy home design and environmental consulting. We are building biologists, material health consultants, and interior designers. Our mission is to create beautiful, functional, and nurturing spaces that promote health and well-being for our clients. We are seeking a dedicated and organized Office Assistant to support our founders in various administrative and operational tasks.

Job Description:

The Office Assistant will play a crucial role in ensuring the smooth operation of the company. This role requires a proactive and detail-oriented individual who can manage multiple tasks efficiently and effectively. The ideal candidate will have experience in preparing quotes and invoicing, bookkeeping, and scheduling, as well as a strong proficiency in QuickBooks, Wix, Houzz and familiarity with interior design and construction industries.

Key Responsibilities:

  • Provide administrative support to the founders, including managing emails, calendars, scheduling meetings, and coordinating travel arrangements.
  • Handle invoicing and bookkeeping tasks using QuickBooks, ensuring accuracy and timeliness.
  • Assist with project management type tasks, including tracking project timelines, budgets, and deliverables.
  • Maintain and update the company's website using Wix and social media management, ensuring content is current and engaging.
  • Vendor set up, annual compliance reporting, purchase order tracking.
  • Coordinate with clients, vendors, and contractors to ensure seamless project execution.
  • Prepare and distribute communications, reports, and other documentation as needed.
  • Assist with the preparation and organization of design presentations and materials.
  • Perform general office duties, including filing, answering phone calls, and managing office supplies and stock inventory.

Qualifications:

  • Proven experience as an office assistant or in a similar administrative role.
  • Proficiency in QuickBooks and experience with invoicing and bookkeeping.
  • Experience with Wix, Houzz, or similar website management platforms.
  • Familiarity with building biology, environmental consulting, healthy home and building practices, and integrative interior design is a plus.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
  • Ability to work independently and prioritize tasks effectively.
  • Attention to detail and problem-solving skills.

Work Environment:

This position is primarily remote, with occasional work in offices as required.

Education:

High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

Compensation: Hourly DOE, Payroll