Position Summary Island Interiors at Ocean Reef is seeking a highly organized, detail-oriented, and customer-focused full-time Senior Business Office Specialist to provide administrative, financial, human resources, and operational support for our interior design and furnishings business. This position plays a vital role in supporting the design, sales, ordering, planning, installation, and billing processes while maintaining exceptional relationships with clients, vendors, contractors, installers, and team members. The ideal candidate is a proactive professional with strong communication, accounting, organizational, and problem-solving skills. Essential Responsibilities Client & Business Support • Maintain positive client relationships through prompt, courteous, and professional communication. • Respond to telephone, email, and in-person inquiries from clients, vendors, contractors, and installers. • Support the design, sales, ordering, installation, and invoicing processes for Island Interiors products and services. • Maintain and prioritize departmental and company task lists to ensure efficient workflow and follow-through. Accounting & Financial Administration • Prepare and distribute client invoices in a timely manner. • Process payments to vendors, contractors, installers, and service providers. • Reconcile accounts receivable and accounts payable records. • Prepare and reconcile bank deposits. • Assist with maintaining accurate financial records and documentation. • Coordinate with external accounting and business service providers, supplying requested information promptly. Human Resources & Administrative Support • Maintain employee personnel records and confidential HR documentation. • Track employee hours worked and related records. • Assist with onboarding and employment-related administrative processes. • Provide HR support to management and staff as needed. Office Operations • Maintain company vehicle records and related documentation. • Manage facility access, security credentials, and SunPass records. • Coordinate maintenance and upkeep of office facilities. • Maintain organized filing systems for client, vendor, contractor, installer, and company records. • Provide secretarial and administrative support, including correspondence, letter writing, data entry, and document preparation. • Perform other duties and special projects as assigned. Qualifications Required Skills & Experience • Excellent verbal and written communication skills. • Strong customer service and relationship management abilities. • Experience working with vendors, contractors, installers, and service providers. • Proficiency with Microsoft Office Suite, business software applications, and general PC operations. • Strong bookkeeping, invoicing, accounts payable, and accounts receivable experience. • Excellent organizational skills and attention to detail. • Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. • Professional phone etiquette and interpersonal skills. • Strong documentation, filing, typing, and letter-writing abilities. Preferred Qualifications • Associate's or Bachelor's degree in Business Administration, Accounting, Office Management, Human Resources, or related field. • Experience in interior design, furniture retail, construction, home furnishings, or related industries. • Experience supporting small business operations and office administration. Compensation & Benefits • Competitive salary based on experience. • Paid time off and holidays. • 401(k) retirement plan • Health insurance • Opportunities for professional growth and development. • Collaborative and professional work environment. Island Interiors at Ocean Reef is an Equal Opportunity Employer and values professionalism, integrity, teamwork, and exceptional customer service.
