POSITION FILLED: Administrative Assistant - Award-winning interior design studio
Job Title: Administrative Assistant
About Vela Creative
Vela Creative, located in Excelsior, is an award-winning interior design studio specializing in bespoke residential and concept-focused commercial design, working on residential, commercial and hospitality projects in the Twin Cities and nationwide.
About the position
The Administrative Assistant is responsible for performing a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing excellent support to our design firm.
You excel at organization, management of people’s time and expectations, and have a self-starter attitude, getting things done before others recognize the need. You are able to work independently, have the ability to problem solve, and love details and know how to keep track of them.
The Administrative Assistant is key in keeping our business continuously running – flawlessly.
Schedule
This is a full-time position, Monday through Friday, 8:30 am to 5:00 pm. Hours may fluctuate depending upon company need. A couple of days in the office and a couple of days option to work virtually.
Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Manages day to day functions of design office. Including but not limited to answering phones, emails, and ordering supplies.
New client signing inquiries and onboarding.
Write proposals and make updates when there is a change in scope.
Execute client contracts.
Creates selection specification documents and pricing for client presentations.
Processes all purchase orders and track payments made to vendors.
Reviews all order acknowledgements to ensure accuracy.
Tracks and keeps status log for all orders placed. Obtain and relay accurate ship dates to the clients for original acknowledgment, notifying team.
Schedules and facilitates all deliveries, maintaining contact with vendors and shipping companies while in route.
Notifies team in a timely manner if a delivery is going to be late.
Ensures all products arrive in satisfactory condition.
Facilitates all claims.
Prepares client proposals and invoices.
Works with vendors to solve invoicing issues.
Prepares all client time billing for designer’s review to send out monthly.
Schedule and assist in photoshoots and/or installations as requested.
Project wrap-up.
Request and collect client testimonials.
Manage client birthday gifts and other special occasions.
Social media posting on Instagram, Facebook, and Pinterest.
Oversee holiday card and other collateral.
Running errands as necessary. I.e. running samples to IMS.
Miscellaneous and other duties as assigned.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This position requires the ability to occasionally lift up to 40 pounds.
Education, Skills, and Experience:
Two to three years’ experience in administrative assistant is required.
Exceptional interpersonal communication and organizational required.
Strong time management and problem-solving skills.
Strongly motivated.
People and client focused.
Energetic; works well in a fast paced and independent atmosphere.
Strong attention to detail.
Excels in a collaborative team approach.
Strong project management skills.
Willingness and desire to take responsibility and ownership start to finish.
Microsoft Office Suite computer experience required.
Competent in basic accounting.
Core Values
Do the right thing, our conscience is our guide, operating with transparency and integrity.
Quietly confident - no ego, collaboration over competition.
Always learning and evolving - new and better ways, adaptable and embrace change.
Developing expert knowledge and utilizing research to create positive change.
People first - kindness and compassion in all that we do.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Travel
Limited local travel is expected for this position.
How to Apply
Please send resume and cover letter, including salary requirements, to: careers@approachmn.com. No phone calls please.
Vela Creative is an equal opportunity employer and is committed to creating an inclusive environment for all employees.