Senior Business Specialist

Position Summary

Island Interiors at Ocean Reef is seeking a full-time highly organized, detail-oriented, and customer-focused 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.