Administrative Operations Coordinator

Administrative Operations Coordinator

Vintage Design Group, LLCShreveport, LouisianaFull-Time | In-Person

Position Overview

Vintage Design Group is seeking an experienced, highly organized Administrative Operations Coordinator to become an integral part of our architectural firm.

This is a diverse position combining QuickBooks Online bookkeeping, invoicing, payroll support, contract administration, office operations, marketing, social media, and technology/AI tools. We are looking for someone who already possesses the core skills necessary to perform the position successfully and can work independently with minimal day-to-day supervision.

This is not an entry-level or learn-on-the-job position. The successful candidate will be dependable, trustworthy, resourceful, technologically comfortable, and capable of managing multiple responsibilities without requiring constant direction.

Approximately eight hours per week are expected to be devoted to QuickBooks Online and related accounting responsibilities, with the remainder divided among administrative operations, contracts, marketing, communications, and general business support.

About Vintage Design Group

Vintage Design Group is a Shreveport-based architectural firm working on a diverse portfolio that includes historic rehabilitation, healthcare and medical facilities, retail and commercial projects, educational facilities, and multifamily developments.

Our office operates differently from a traditional corporate environment. We work in an open-floor-plan architectural studio where collaboration happens throughout the day. Architects, designers, administrative staff, and firm leadership regularly work together to solve problems and keep projects moving.

We have an energetic, technology-forward team that works hard but also values camaraderie. Team members enjoy collaborating inside the office as well as participating in team-building, community, and social activities outside of work.

Because we are a smaller firm, positions are not confined to narrow departmental boundaries. Everyone contributes. We value people who notice what needs to be done, take ownership of their responsibilities, help teammates when necessary, embrace new technology, and look for better ways of doing things.

Primary Responsibilities

QuickBooks, Accounting & Financial Administration

Maintain accurate company financial records using QuickBooks Online
Manage accounts payable and accounts receivable
Prepare and distribute client invoices
Record payments, deposits, expenses, and vendor transactions
Perform bank and credit card reconciliations
Monitor outstanding receivables and assist with collections
Maintain accurate supporting financial documentation
Assist with payroll processing and related records
Assist management with routine financial reports and information
Coordinate with the firm’s outside accounting professionals as necessary

Contracts & Business Administration

Assist with preparation and administration of client contracts, proposals, amendments, and related documents
Maintain organized contract and project records
Track administrative deadlines and required follow-up
Prepare professional correspondence and business documents
Maintain electronic filing and document-management systems
Assist firm leadership with administrative and operational projects
Help identify and implement improvements to office procedures

Marketing & Social Media

Assist with the firm’s in-house marketing activities
Develop and coordinate content for platforms such as Facebook, Instagram, LinkedIn, and TikTok
Assist with photography, graphics, project announcements, community involvement, and other marketing content
Use ChatGPT and other AI platforms to assist with content development, research, communication, and workflow efficiency
Perform basic image and graphic editing using Photoshop, Canva, or similar software
Assist with maintaining a consistent and professional company presence online

Office Operations & Technology

Use Microsoft Outlook, Word, Excel, Adobe Acrobat, and related business software
Manage correspondence, calendars, documents, records, and administrative workflows
Assist with general office operations and special projects
Learn and implement new software and technology as appropriate
Identify opportunities to use AI, automation, and technology to improve efficiency
Provide professional assistance to clients, consultants, vendors, and team members

Required Qualifications

Candidates should have:

Minimum 3 years of professional administrative, bookkeeping, office operations, or comparable experience
Minimum 2 years of hands-on QuickBooks Online experience
Demonstrated ability to perform routine QuickBooks functions independently
Working knowledge of accounts payable, accounts receivable, invoicing, reconciliations, and basic bookkeeping principles
Experience with payroll administration or payroll support
Experience preparing or administering contracts, proposals, invoices, or similar business documents
Strong Microsoft Word, Excel, and Outlook skills
Working knowledge of Adobe Acrobat
Strong written and verbal communication skills
Excellent organizational skills and attention to detail
Ability to prioritize competing responsibilities and deadlines
Ability to work independently with minimal supervision
Professional judgment when handling confidential financial, employee, client, and company information
Consistent and dependable attendance and punctuality

Preferred Qualifications

Preference may be given to candidates with:

5+ years of administrative or office operations experience
Experience in an architecture, engineering, construction, accounting, legal, or other professional-services environment
Advanced QuickBooks Online experience
Experience with payroll, financial reporting, collections, and contract administration
Social media management or digital marketing experience
Experience with ChatGPT, Microsoft Copilot, Claude, or other AI platforms
Photoshop, Canva, or similar graphic-design experience
Strong Excel skills
Experience improving administrative systems or implementing new technology
Associate’s or Bachelor’s degree in business administration, accounting, marketing, communications, or a related field

A college degree is preferred but not required. Demonstrated professional experience and ability are more important to us than a particular degree.

The Person Who Will Be Successful Here

Technical qualifications are important, but this position also requires the right professional approach.

The successful candidate will be someone who:

Is exceptionally dependable and punctual
Places a high value on honesty, accuracy, and accountability
Takes ownership of responsibilities and follows through
Works effectively without constant supervision
Notices problems and takes appropriate action rather than waiting to be told
Is comfortable asking questions when necessary but first makes a reasonable effort to find solutions
Enjoys variety and is comfortable “wearing multiple hats”
Maintains accuracy even when performing routine or repetitive work
Adapts well when priorities change
Enjoys working collaboratively in an open-office environment
Is comfortable working around architects and designers in a creative, active studio
Enjoys learning and adopting new technology
Is interested in AI and finding practical ways to improve business processes
Communicates professionally with clients and coworkers
Is willing to assist teammates when circumstances require it
Takes pride in doing things correctly even when no one is watching

What This Position Is Not

This position may not be a good fit for someone who:

Requires extensive supervision to stay organized or complete routine responsibilities
Is looking primarily for on-the-job training in QuickBooks or basic office administration
Prefers a narrowly defined job where responsibilities rarely change
Is uncomfortable with new technology or AI tools
Prefers working entirely independently with little interaction with coworkers
Has difficulty managing several competing priorities
Is uncomfortable being accountable for deadlines and follow-through

Work Environment

This is an in-person position in our Shreveport architectural studio.

The office has an open floor plan and an active, collaborative atmosphere. There will be periods requiring concentration and independent work, particularly when handling bookkeeping and financial information, as well as periods involving frequent interaction with architects, designers, clients, consultants, and firm leadership.

Our environment is professional but not overly corporate. We value high standards, personal responsibility, humor, teamwork, new ideas, and people who genuinely enjoy being part of the organization they work for.

Compensation

Anticipated Salary Range: $55,000-$70,000 annually, depending on demonstrated experience, qualifications, and technical proficiency.

Compensation within the range will reflect the candidate’s ability to independently perform the accounting, administrative, marketing, and operational responsibilities of the position.

Application & Selection Process

Qualified candidates should submit a current resume outlining relevant professional experience.

Because this position requires demonstrated ability across several disciplines, selected applicants may be asked to complete a pre-employment qualification assessment and participate in a structured interview and/or practical skills evaluation.

Candidates should be prepared to demonstrate the professional skills and software proficiency represented in their application.

Vintage Design Group is an equal opportunity employer. Employment decisions are based on job-related qualifications, demonstrated ability, experience, performance, and business needs.

Pay: $21.00 - $33.65 per hour

Benefits:

Health insurance
Paid time off
Professional development assistance

Application Question(s):

Do you have a minimum of 2 years experience in Quickbooks online?
Are you able to work on site at our Shreveport Location?

Location:

Shreveport, LA 71101 (Preferred)

Ability to Commute:

Shreveport, LA 71101 (Required)

Work Location: In person