Administrative & Bookkeeping Associate (Interior Design Firm)

Location: Hybrid / Remote – West Hartford, CT area (local candidates preferred)

Schedule: Part-Time, 25–30 hours per week

Compensation: $25-30 /hour

Start Date: May 2026

Employment Type: 1099 Independent Contractor

Trial Period: 90-day probationary period

About the Role

We are seeking a highly organized and detail-oriented Administrative & Bookkeeping Associate to support the financial and operational functions of a growing interior design firm. This role is essential to keeping projects and internal systems running smoothly and is ideal for someone who enjoys working behind the scenes in a fast-paced, detail-driven environment.

This position reports directly to the Director of Operations and works closely with the principal and design team. Responsibilities span bookkeeping, procurement, and administrative support, with a strong emphasis on organization, accuracy, timeliness and proactive follow-through.

This is a hybrid-flexible role, with the option to work 1–2 days per week in-office or fully remotely, depending on candidate expertise and location.

Schedule Requirements

• Est. 25–30 hours per week
• Minimum of 5 hours per day between 9:00 AM – 5:00 PM (EST)
• Must be available during standard business hours for team coordination

Key ResponsibilitiesBookkeeping & Financial Administration

• Manage day-to-day bookkeeping using QuickBooks Online and Houzz Pro
• Record transactions, reconcile accounts, and maintain accurate financial records
• Prepare and file sales tax
• Assist with financial reporting and documentation
• Track project expenses, vendor invoices, and client billing support
• Maintain insurance documentation and renewal schedules

Procurement & Order Management

• Place and manage orders for all FF&E
• Track order status and maintain detailed procurement logs per client project
• Coordinate with vendors regarding lead times, shipments, and deliveries
• Manage purchase orders and ensure accurate documentation
• Process, submit, and track claims for damaged items to ensure timely resolution
• Schedule and coordinate project installations
• Open and maintain trade accounts; update vendor records

Administrative Support

• Maintain organized digital filing systems across projects
• Support project documentation and record keeping
• Assist the Director of Operations, Principal, and design team with day-to-day operational tasks
• Help ensure internal processes and workflows are followed consistently

Qualifications

• Minimum 5 years of bookkeeping or related financial experience
• Bachelor’s degree in business or related field (preferred)
• Proficiency in QuickBooks Online (required)
• Experience with Houzz Pro and/or Airtable (preferred)
• Experience with interior furnishings product procurement, logistics coordination, or operations support
• Experience filing sales tax
• Background in interior design, architecture, construction, or a related industry (preferred)

Requirements

• Must provide own computer (Mac preferred)
• Strong written communication skills
• Exceptional attention to detail and organizational ability
• Ability to manage multiple projects and deadlines simultaneously
• Expertise spreadsheets and tracking systems
• Self-directed with a proactive, problem-solving mindset
• Must pass a background check

Pay: $25.00 - $30.00 per hour

Benefits:

• Flexible schedule
• Paid training

Work Location: Hybrid remote in West Hartford, CT 06107