Personal assistant/ product procurement coordinator

Job Summary
We are seeking a dynamic and highly organized Personal Assistant and Product Procurement Coordinator to join our team. This multifaceted role combines providing comprehensive administrative support to executive leadership with managing the procurement process for a diverse range of products. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, proactive problem-solving, and a keen eye for detail. You will be instrumental in streamlining daily operations, coordinating projects, and ensuring timely procurement of goods to support business objectives. This paid position offers an exciting opportunity to develop your skills in office management, project coordination, and vendor relations while contributing to a vibrant, growth-oriented organization.

jennifer pacca interiors is a boutique interior design firm in Wyckoff, NJ. We are professional, fun and innovative.

ResponsibilitieAdministrative Assistant / Office CoordinatorResponsibilitiesAdministrative Support

• Provide high-level administrative support, including calendar management, scheduling meetings, and handling correspondence using Microsoft Outlook and Google Workspace.
• Manage multi-line phone systems with professional phone etiquette and discretion
• Oversee office operations, including filing, data entry, and maintaining office supply inventory.
• Support customer service initiatives by responding to inquiries promptly and professionally while maintaining positive relationships with clients, vendors, and team members.

Time Billing & Invoicing

• Enter designers’ time billing entries into Studio Designer.
• Print invoice previews and send client invoices.
• Maintain accurate records of transactions and assist with bookkeeping tasks as needed.

Purchase Orders & Procurement

• Place approved purchase orders through the appropriate channels, including online ordering, vendor portals, and direct communication with sales representatives.
• Source vendors, obtain quotes, coordinate product procurement, and track delivery schedules.

Problem Orders & Vendor Coordination

• Submit claims for damaged, defective, or missing items.
• Follow up with vendors and manufacturers to ensure timely resolution of issues.
• Maintain detailed records of claims and resolutions.

Accounts Payable

• Receive incoming bills and file them according to due dates.
• Process bill payments and maintain organized financial records.

Inventory Management

• Maintain and update inventory records within Studio Designer.
• Assist with tracking product orders, deliveries, and inventory levels.

Project Coordination

• Assist with project coordination by tracking deadlines, preparing reports, and ensuring project information is organized and up to date.
• Support designers and project managers with administrative tasks related to ongoing projects.

Personal Assistance

• Assist Jennifer with personal tasks, including paying monthly bills, filing necessary paperwork, travel arrangements, etc.

Qualifications

• Proven experience as an Administrative Assistant, Executive Assistant, Personal Assistant, Office Manager, or similar role.
• Strong organizational, time management, and multitasking skills.
• Familiarity with office management procedures, filing systems, data entry, and general clerical functions.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Outlook, and Google Workspace (Gmail, Docs, Sheets, Calendar).
• Experience with Studio Designer, QuickBooks, or similar bookkeeping/accounting software preferred.
• Basic understanding of bookkeeping principles and financial recordkeeping.
• Strong project coordination and vendor management skills.
• Excellent written and verbal communication skills.
• Exceptional customer service and relationship-building abilities.
• Excellent typing, proofreading, and attention-to-detail skills.
• Knowledge of event planning logistics is a plus.
• Ability to maintain confidentiality and exercise sound judgment in a professional office environment.

Pay: $50,139.12 - $60,382.59 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off

Work Location: In person