Operations Coordinator & Bookkeeper for Interior Design

CoCalibrate Real Estate Solutions; Vancouver (WA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Paid vacation

Medical Spending Account

Job summary

CoCalibrate Real Estate Solutions seeks an organized Operations Coordinator & Bookkeeper to support interior design, renovation, and home staging projects. You’ll work with the Project Manager, Designers, and leadership to keep projects organized, processes running smoothly, and clients happy from start to finish.

The role blends project coordination, financial administration, and operational support, handling AP/AR, invoicing, and records across JobTread, QuickBooks Online, and Dext.

Qualifications

• Minimum 3 years of experience in administrative support, office coordination, bookkeeping, accounts payable, or accounts receivable.
• Previous experience within interior design, residential construction, home staging, renovation, or real estate is highly preferred.
• Diploma or Degree in Accounting, Business Administration, or a related field is considered an asset.
• Direct, hands-on experience with JobTread and/or QuickBooks Online is required.
• Strong proficiency with financial and administrative software, including Dext, EFT/payment platforms, Google Workspace, and cloud-based file management systems.
• Valid driver's license and access to a reliable vehicle for occasional site visits, staging support, deliveries, and local errands.
• Excellent verbal and written communication skills with a professional, client-focused approach.

Responsibilities

• Support Project Manager, Interior Designers, Site Coordinator, and Staging Manager to deliver renovation, design, and staging projects.
• Assist with project scheduling, timeline management, and maintaining accurate project information in JobTread.
• Coordinate vendor communications, procurement, deliveries, installations, and trade appointments.
• Track purchase orders, lead times, backorders, and freight claims.
• Assist with staging logistics, including delivery coordination and on-site support.
• Manage calendars, schedule meetings and consultations, and coordinate team schedules.
• Serve as a professional first point of contact for clients, trades, and vendors.
• Manage inquiries and support client onboarding; schedule consultations and create client records.
• Prepare client welcome packages and maintain accurate client records.
• Coordinate deliveries and keep a professional studio environment.
• Order office supplies and support day-to-day operations.
• Deliver exceptional client service throughout projects.
• Manage accounts payable and accounts receivable; process invoices and payments.
• Issue client invoices and retainers; monitor overdue balances; track expenses.

Skills

Project coordination

Bookkeeping

Accounts payable

Accounts receivable

QuickBooks Online

JobTread

Dext

Vendor coordination

Procurement

Client onboarding

Education

Diploma or Degree in Accounting or Business Administration

Tools

JobTread

QuickBooks Online

Dext

Google Workspace

Job description

CoCalibrate Real Estate Solutions seeks an organized Operations Coordinator & Bookkeeper to support interior design, renovation, and home staging projects. You’ll work with the Project Manager, Designers, and leadership to keep projects organized, processes running smoothly, and clients happy from start to finish.

The role blends project coordination, financial administration, and operational support, handling AP/AR, invoicing, and records across JobTread, QuickBooks Online, and Dext.