Front Desk

6 days ago

New York, New York, United States Victoria Hagan Interiors Full time $60,000 - $90,000 per year

Victoria Hagan Interiors is an AD100 Interior Design Firm. With offices in New York City and Palm Beach. The Studio works on a broad range of influential residences throughout the country, providing a complete range of design services that reflect Victoria's signature style.

We are seeking a highly organized and detail-oriented Front Desk & Accounting Coordinator to join our team. This role will be instrumental in maintaining the accuracy and efficiency of our day-to-day financial operations, with a focus on client billing, vendor management, accounts payable, and financial reconciliation. As a key member of our operations team, you will work closely with the Chief of Staff and collaborate with departments across the company. You will thrive in our creative studio, contributing to a passionate, collaborative team.

Role & Key Responsibilities:

Front Desk & Studio Management

· Answer and direct incoming calls on the main studio line in a professional manner.

· Greet and assist clients, vendors, and guests; ensure all visitors are properly announced and welcomed.

· Conduct daily walkthroughs to ensure the studio is clean, organized, and presentable.

· Flag maintenance or repair needs appropriate personnel and oversee resolution.

· Manage kitchen and common areas — load/unload dishwasher daily and maintain a tidy space.

· Assist with mail, courier deliveries, and package distribution.

· Carry out ad hoc administrative duties and provide general operational support as needed.

· Supply & Inventory Management

· Order stationery, pantry items, and other necessities as required.

Accounting Coordination

· Perform credit card and expense reconciliations to ensure accuracy and completeness.

· Manage client billing processes and coordinate payments.

· Run and export weekly Accounts Payable (AP) reports from Studio.

· Maintain vendor records and manage communications as needed.

· Route invoices to design teams for approval; notify vendors upon approval and track progress.

· Log approved invoices, update spreadsheets, and generate reports for weekly accounting meetings.

· Maintain the monthly travel billing spreadsheet and ensure all expenses are accurately recorded.

· Follow up weekly with team members to collect missing receipts and reconcile vendor receipts daily.

· Collaborate cross-functionally with internal teams to resolve discrepancies and ensure financial accuracy.

Qualifications:

Minimum of 2 years of experience in accounting, finance, or administrative support, preferably within a creative or professional services environment.

Strong communication and organizational skills with a polished, professional demeanor.

Ability to manage multiple tasks in a fast-paced environment with attention to detail.

Proficiency in Microsoft Office Suite and familiarity with accounting software (e.g., Studio).

Experience in front desk operations, office administration, or accounting support preferred.

A proactive, team-oriented attitude with a focus on maintaining a welcoming and efficient workplace.

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