Administrative Assistant - Romanza Interior Design

Romanza Interior Design, (a part of London Bay) is a full-service boutique firm specializing in high-end residential design is currently searching for a Full-Time Interior Designer. For more than two decades, our interiors have been recognized for their originality, sophistication and creativity. Our professional designers specialize in creating supremely elegant interiors to fit each client’s taste and style perfectly, thereby realizing the homeowners’ inspiration. We are currently in search for a Design Assistant to work closely with the Senior Interior Designer on design, project management, purchasing and administrative support functions to ensure Client satisfaction, and meet Company objectives, at all times.

POSITION DESCRIPTION

PRIMARY RESPONSIBILITIES:

Provide timely and accurate administrative support to Purchasing and Design Department teams as required. Coverage of London Bay Homes’ front desk; serve as back up coverage as needed including breaks and vacations etc. Responsible for ensuring all visitors are welcomed and telephone calls are handled with a high level of professionalism and accuracy.

PURCHASING DUTIES:

• Assist Purchasing Coordinator/Manager as needed, including but not limited to the following:
  • Email new Purchase Orders (POs) to vendors.
  • Email copies of POs to relevant warehouse.
  • Inform warehouse of new project info i.e.; address, estimated install date and Design team
  • Provide copies of proforma POs to Purchasing Manager to ensure pre-payment.
  • Check accuracy of vendor acknowledgments.
  • File POs and acknowledgements in their respective computer folders.
  • Contact relevant vendor via phone or email for shipping update (typically bi-weekly) and additional follow ups as needed.
  • Email relevant Design team to advise them of any problems or delays with POs.
  • Update PO status in Design Manager.
  • Distribution of mail, samples and packages

DESIGN DUTIES:

• Assist Design team(s) as needed, including but not limited to the following:
  • Spec entry and Purchase Order creation.
  • Re-pricing product/fabrics.
  • Updating Client budgets.
  • Processing change orders.
  • Prepare Client presentations.
  • Research pricing and other details per Designer request.
  • Order and returns samples of materials, fabrics, finishes etc.
  • Assist Design team in setting up for Client meetings.
  • Local errands as required

DESIGN LIBRARY:

• • Coordinate vendor presentations: book library/conference room and email Design team outlook invitation.
  • Email Design team to inform them of new products.
  • Put away new products after being on display for a week.
  • Ensure library is kept organized and current; regularly discard any discontinued fabrics, finishes etc.

RECEPTION/ADMINISTRATION DUTIES: (Reporting to Executive Assistant to LBH CFO)

• Answer telephone in a friendly and welcoming voice.
• Pleasantly greet visitors and inform meeting attendees of visitor’s arrival.
• Announce incoming caller to staff member.
• Offer to take a written message or transfer the call to voice mail if staff member is unavailable.
• If caller chooses to leave a written message, email message to staff member and include caller’s name, company, phone number, message details, time and date of call.
• Maintain an awareness of client visits and meetings and have conference room prepared in advance.
• Set up refreshments in conference room before client meetings and offer refreshments to guests and meeting attendees.
• Order, coordinate delivery and occasionally pick-up and set-up lunches.
• After meetings ensure conference room is tidied including straightening chairs, removal of any food or beverages and any samples left in the room.
• Coordinate pickup and return of samples to vendors and LBH Design Center.
• Replenish business cards on display and marketing materials when necessary.
• Distribute supplies and keep office supplies and kitchen supplies current.
• Retrieve and distribute incoming mail and deliveries from UPS, FedEx etc.

Other related duties as requested and assigned.

QUALIFICATIONS:

Education: Must have a minimum of a High School Diploma.

Mandatory Experience/Background: At least 2 year’s administrative experience working with high-end clientele. Must have reliable vehicle, valid driver’s license and auto insurance for occasional company business. Must be accurate, detail-orientated and capable of working in a fast-paced environment. Requires excellent computer skills and ability to manage and organize multiple tasks. Strong communication skills required with the capability to work as part of a team.

Desired Experience/Qualifications: Proficiency in Design Manager, Word, Excel, Outlook, Power Point and scanning software.

Physical Requirements: Able to lift and carry up to 20 pounds (i.e.: unpacking merchandise and updating library materials). Must be able to climb step stool to update library.