Bookkeeper/Administrative Assistant
Job Description & Application
BY Design Home Staging is a fast-paced, woman-owned business that thrives on a love for home design and a passion for doing business with integrity. BY Design's goal is to ensure that every homeowner gets the highest sales price possible for their home.
The Bookkeeper & Administrative Assistant is responsible for accurate accounting, maintaining a well-run and welcoming office environment, and providing proactive administrative support to leadership.
This role requires a highly organized, systematic individual who is comfortable wearing multiple support-focused hats. While daily tasks may vary, the work is grounded in established systems and routines. The right person values accuracy, clear communication, and consistency, and remains calm when priorities shift.
This role is fully in-office and reports directly to ownership.
Responsibilities (Ordered by Importance)
1. Bookkeeping (Primary)
- Accounts Receivable and Payable across HoneyBook and QuickBooks
- Reconcile and correct invoicing discrepancies between systems
- Reconcile bank and credit card statements
- Categorize expenses
- Maintain accurate, organized financial records
- File sales tax reports
- Communicate proactively regarding billing questions or issues
- Identify recurring billing or system issues and suggest process improvements
2. Office Management
- Serve as front-of-house contact for guests, vendors, and contractors
- Manage building-related needs and coordinate with preferred vendors
- Maintain office readiness:
- Stocked kitchen and supplies
- Organized and welcoming shared spaces
- Event-ready setup when needed
- Coordinate weekly grocery ordering and supply replenishment
- Ensure office equipment and systems are functional (A/C, projector, etc.)
3. Administrative Support
- Manage insurance policies
- Manage PTO and time-off requests
- New hire processing
- Termination processing
4. Executive Support
- Provide administrative and personal assistant support to ownership during office hours
- Assist with calendar coordination, scheduling, and reminders
- Book travel and manage ad hoc executive requests as needed
- Track important dates, deadlines, and milestones
- Occasional special projects
5. Operations Coverage (Occasional)
- Provide short-term coverage for operations or client success tasks during planned absences
- Assist with CRM updates, scheduling, and follow-up as needed
Qualifications
Required
- Strong experience with QuickBooks
- Experience with CRM-integrated billing systems (HoneyBook strongly preferred)
- Excellent attention to detail and accuracy
- Strong organizational and time-management skills
- Clear, proactive written and verbal communication
- Ability to manage multiple responsibilities with flexibility and composure
Preferred
- Prior office management or administrative experience
- Experience supporting executives or leadership teams
- Client-facing or light sales background
- Interest in process improvement and systems refinement
What We’re Looking For
- Someone who is calm, dependable, and organized
- A proactive self-starter who finds solutions and anticipates needs
- A strong communicator who prefers to over-communicate rather than under-communicate
- A team player who is comfortable supporting multiple roles and priorities
- Someone who thrives in a structured environment but can adapt when needed
- Dependable individual with excellent time management
Work Environment & Schedule
- Fully in-office position
- Monday–Friday, 8:30 AM–4:30 PM
- Occasional early or late hours (1–2 times per year) for special events
- Supportive, collaborative team culture focused on clear communication and work-life balance
Application Instructions:
Submit a cover letter and PDF of your resume to [email protected]. Please use this specific subject line in your email: I'm the perfect bookkeeper/admin assistant!
