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Billing Coordinator and Office Assistant
2 months ago
This position is responsible for supporting a boutique architectural and interior design practice, including several senior executives in a firm of 35 employees.
RESPONSIBILITIES:
Responsible for preparing labor, consultant invoices and expenses for monthly billing:
Labor
Ensure all staff time has been input on a weekly basis.
Run labor reports and fill labor on projection sheets (in conjunction with Partners)
Consultant Invoices
Collect, stamp, and distribute consultant bills to project team leads in advance of billing cycle for approval.
Obtain consultant contracts and track invoicing to ensure all invoices have been received. Flag and resolve any inconsistencies with consultant billing team.
Expense Reports:
Prepare expense reports to include in invoices.
Track staff travel to ensure that all expense reports have been submitted to be invoice in the month the travel occurs.
Participate in reconciliation of American Express and assignment to expense reports/PO/firmwide budgets to account for all firm expenses.
Participate in preparing monthly invoices to clients.
Coordinate with Partners and CPG on invoices to be prepared by CPG versus in-house.
Utilize DELTEK software to prepare invoices inclusive of labor reports, as required by individual clients.
Answer main phone line and individual partner phone lines. (phone coverage to be coordinated with the Executive Assistant)
Provide operational support for studio.
Coordinate all catering, including weekly breakfast, birthdays, occasional happy hours, client meetings (to be coordinated with the Executive Assistant and partner on a weekly basis)
Manage inventory of office supplies
Responsible for maintaining kitchen supplies; refilling tea/coffee/condiments as needed by performing a daily checkup.
Order gifts or other personal items as requested by the Senior Partners
Opening office and parking garage for guests when visiting the studio; greeting them upon entering studio and offering refreshments
Maintain daily IN/OUT Log for staff.
Update Firmwide Calendar for staff out
Perform other miscellaneous tasks as requested by the Senior Partners
Support the Senior Executive Assistant as requested or required.
Generate expense report for Partners as required.
Account for all expenses incurred as office or reimbursable expenses, such as staff when travelling, catering, office supplies – any office expenditure, except for Senior Partners
Prepare and maintain budgets for office expenditures.
Prepare and maintain expenditures & budgets for the New York office..
Manage relationships with vendors to achieve cost savings where feasible.
QUALIFICATIONS:
BS/BA
1+ years of office experience
Proficiency in Microsoft Office – Word, Excel, and Outlook
Aptitude in Bluebeam Revu & Adobe suite applications a+
Able to work in a fast paced environment under deadlines
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