Bookkeeper/Administrative Assistant

Job Summary
Hinrich Professional Services has been contracted to recruit a motivated FIXER who is proactive, organized, and experienced in bookkeeping and administrative tasks to support the day-to-day operations of an interior design studio based in Cleveland, Ohio. The main responsibilities of the Bookkeeper/Administrative Assistant will be to maintain the company’s financial records as well as assist with design project logistics including the creation and maintenance of client profiles and supplemental documents, working closely with the owner to see each project through completion. Our ideal candidate has a mastery of QuickBooks Desktop, Excel, and PowerPoint; experience with the construction industry and wholesale sales; and is passionate about interior design.

Bookkeeping Responsibilities

• Record day-to-day financial transactions in QuickBooks Desktop – creating purchase orders, estimates, invoicing, credit memos, and taxes.
• Process accounts receivable/payable.
• Provide reports for purchase orders and sales tax.
• Process business utilities, taxes, insurance, bonding/licensing, registrations, permitting, monitor revolving accounts ensuring autopayments are up-to-date.

Administrative Assistant Responsibilities

• Create and maintain new client profiles – electronically and physically – entering client information into a CRM (ie. scopes of work, memorandums, lien waivers attached to scopes of work, purchase orders).
• Manage, maintain, and monitor calendars for the design and project teams, scheduling meetings, site visits, and client appointments, bringing important deadlines and appointments to attention.
• Handle communication with suppliers ensuring timely responses to inquiries.
• Organize and maintain office files and records, both physical and digital, ensuring easy access and retrieval.
• Check email daily and provide owner with summary.
• Attendance at weekly “Client Project Update” meeting.
• Attendance at weekly “Task Meeting” to outline tasks for the week.
• Maintain and update a master spreadsheet for the warehouse, ensuring appropriate personnel are notified in a timely manner.

Qualifications

• Bachelor’s degree in Business, Finance, Accounting, Business Administration, or a related field (or equivalent experience).
• 2+ years of experience in bookkeeping, with a focus on interior design or construction preferred.
• 2+ years of experience in administrative support and/or project management.
• Strong organizational skills with the ability to multitask and prioritize responsibilities effectively.
• Proficiency in Microsoft Office Suite (Outlook, OneDrive, Excel, Word, PowerPoint), and Google Workspace (Gmail, Calendar), Docusign, Adobe Sign, and point-of-sale (POS) systems.
• Mastery at QuickBooks Desktop.
• Solid understanding of basic bookkeeping and accounts payable/receivable principles.
• Excellent communication and interpersonal skills.
• Ability to thrive in a fast-paced, dynamic environment and manage time efficiently and work under pressure to meet deadlines.
• Knowledge of interior design and construction processes, CRMs, and project management tools (e.g., Contractor Foreman) is a plus.

Additional Skills & Attributes

• Positive, can-do attitude with a passion for design and construction.
• Ability to adapt and stay flexible in a dynamic work environment.
• High level of professionalism and customer-oriented mindset.
• Ability to think creatively and problem-solve effectively.

Position Details

• Flexible hours with flex time and a hybrid office schedule (2 days in office)
• 20-30 hours per week (onboarding may require additional hours to organize and reconcile a backlog of work)
• Hourly rate starting at $25+, with compensation and benefits negotiable based on experience and qualifications

Think you’re a match? Submit your resumé along with a short explanation of your QuickBooks experience to Danielle Hinrich at [email protected].

Job Type: Part-time

Pay: From $25.00 per hour

Application Question(s):

• How many years of experience does the applicant have with Quickbooks?
• How many years of experience does the applicant have as an administrative assistant?

Education:

• Bachelor's (Preferred)

Work Location: Hybrid remote in Gates Mills, OH 44040