Six Walls

7650 SE 27th Street Suite 120
Mercer Island , WA

Front Office Coordinator

Six Walls
Mercer Island, WA Full-time
Posted on August 20, 2019

Summary:  Six Walls, a dynamic, fun, and rapidly growing interior design firm based out of Mercer Island, WA, seeks a Front Office Coordinator to add to our administrative & operations team.  This position will ensure the studio maintains a professional environment for callers on the phone, showroom visitors and staff, as well as provide regular clerical support to our Office Manager.

Hours/Schedule:  Full-Time, 40 Hours Per Week, primarily between 9 a.m. – 5 p.m. Monday through Friday.

Responsibilities:

  • Answer the studio’s main phone line during business hours and route calls to the appropriate recipient. Call volume is not high as the phone system allows callers to dial the extension of the party they are trying to reach, but phones do need to be answered consistently throughout the day.
  • Clearly explain Six Walls’ business protocol for potential new clients who call the studio to inquire about our services and gather contact information and details to give to the design team for follow up.
  • Coordinate and supervise the studio’s weekly cleaning service, ensure they are performing the job adequately, and address any issues necessary. Schedule regular window cleaning service as well.
  • Order, organize and restock all studio supplies, including office materials, paper products, cleaning/powder room/kitchen supplies, lightbulbs, beverages and snacks.
  • Maintain the showroom’s professional appearance on daily basis, including removal of trash/recycling, changing lightbulbs as needed, watering plants, tidying up the kitchen showroom and kitchenette areas, refilling paper products and soap in powder rooms, and controlling clutter.
  • Schedule and organize studio meetings for clients, vendors, and employee recognition events – send Outlook meeting requests, order and set up/clean up beverages, snacks or lunches when applicable.
  • Pick up and drop off mail at the building mailbox, sorting and distributing to team members daily.
  • Receive and sign for package deliveries, open boxes to inspect the contents, and remove packaging materials to building trash and recycling bins.
  • Monitor and update the studio voice mail recording to ensure it reflects an accurate roster of staff members, titles, and extension numbers.
  • Maintain studio office equipment supplies, primarily the printers, adding paper, replacing toner cartridges, and dropping off used cartridges for return at the UPS store across the street.
  • Assist with special studio evening events on occasion (no more than once per quarter on average) including set up, take down, and coordination and organization of other team members’ duties to ensure the event runs smoothly.
  • In partnership with Six Walls’ Marketing Consultant, manage activities for annual client appreciation gifts (typically in November).
  • HVAC service scheduling (seasonal thermostat updates) as necessary.
  • Create & post studio notices when the showroom will be closed for holidays.
  • Assist with annual inventory activities in partnership with our Office Manager.
  • Process client credit card payments over the phone and e-mail transaction receipts.
  • Maintain filing and organizational systems for vendor paperwork, including annual removal of aging documents for transfer to long-term storage.
  • Assist Office Manager regularly with miscellaneous clerical and administrative tasks as assigned.
  • Assist Office Manager with accounting support functions, for candidates with previous experience or detail orientation and aptitude to learn these tasks.

Knowledge/Skills/Abilities:

  • Excellent communication skills on the phone with callers and in-person with studio visitors, with the ability to present one’s self professionally and employ proper business etiquette.
  • Superior attention to detail and the ability to follow a step-by-step process carefully and accurately, particularly when assisting the office manager with clerical functions in support of Six Walls’ accounting activities.
  • Ability to maintain confidentiality when handling client contact and payment information.
  • Independent and proactive, able to stay organized, efficient and on task to complete work with minimal oversight.   
  • Experience and/or ability to navigate basic office systems such as phones, voice mail, filing systems, and printers.
  • Proficient in the basic functions of MS Outlook, Word, Excel, and data entry. Experience with Quickbooks a plus.
  • Ability to lift and move boxes and items of moderate weight daily to unbox studio deliveries of supplies and small design products and transport packing materials to the building’s disposal/recycling area.
  • Previous accounting experience a strong plus, and candidates who possess these skills will be given priority in the interview and selection process.

Education and Work Experience:

  • High School Diploma required.  2+ years of college education or Bachelor’s degree preferred.  
  • A minimum of 1-2 years’ related experience in a professional office environment performing clerical and office duties required.
  • Candidates with accounting related experience such as A/P, A/R, billing or payroll will receive preferential consideration if they are able to provide ongoing accounting support to our Office Manager.