Carla Guilhem Design
Location: Miami, FL. Only local candidates with relevant work experience can be considered.
About us Carla Guilhem Design is a full-service luxury interior design and architecture studio based in Miami, Florida, with over a decade of experience delivering high-end residential, commercial, hospitality, and yacht projects across the U.S., Europe, and Latin America. We blend bespoke design, functional elegance, and rigorous attention to detail to bring clients’ visions to life in beautiful, highly personalized spaces.
Position Summary We are seeking an experienced
Office Manager & Bookkeeper
to support and streamline our operations, financial record-keeping, and administrative functions. The ideal candidate understands the workings of an interior design/architecture business, possesses strong accounting and bookkeeping skills, has excellent organizational abilities, and is proactive in ensuring a smooth office workflow. A background or interest in interior design is a significant plus.
Key Responsibilities
Oversee daily office operations: correspondences, scheduling, vendor & client communications, office supplies & maintenance.
Maintain clean, organized, efficient office systems and workflows.
Manage bookkeeping: accounts payable / accounts receivable, bank reconciliations, general ledger, monthly financial reports.
Track project budgets, vendor invoices, and client billing.
Assist in payroll, taxes & compliance for small business accounting.
Communicate and coordinate directly with CPA, attorneys, suppliers, and service providers.
Maintain and organize the team’s calendars and assist in scheduling for design projects.
Coordinate with external accountants, contractors, or consultants, when required.
Support project management teams with administrative tasks (sourcing, tracking orders, vendor liaison).
Maintain records, file documentation, contracts, permits, and insurance as needed.
Assist in the preparation of proposals, contracts, and interior design project specs if needed.
Ensure confidentiality, high standards of professionalism, and quality control.
Qualifications & Skills
Minimum 10 years
of relevant experience in an administrative / office management role, with strong bookkeeping / accounting credentials.
Experience working in or with interior design, architecture, or related creative service firms is highly desirable.
Proficient with bookkeeping/accounting software (QuickBooks, Xero, FreshBooks, or similar) and familiarity with project‑budget tracking tools.
Excellent organizational, multitasking, and problem‑solving skills.
Strong communication skills; ability to interact professionally with clients, suppliers, team members, attorneys, and accountants.
Fluent in
English
(required); fluency in
Spanish
and
Portuguese
is a strong plus.
High attention to detail, integrity, reliability, and ability to prioritize tasks.
Proactive mindset: anticipates office needs and helps streamline systems.
Comfortable in a fast‑paced, creative environment with changing priorities.
What We Offer
A collaborative, creative work environment with projects spanning luxury residences, hospitality, yachts, etc.
Opportunity to work closely with Carla Guilhem and senior design leadership.
Competitive compensation package commensurate with experience.
Growth potential as our company scales to larger luxury and custom projects.
Exposure to high‑end, bespoke design work and involvement in all stages of interior architecture & design process.
If you are someone who thrives both in structured financial work in a creative, design‑oriented environment, we’d love to hear from you. Please send your resume, references, and a short note about your bookkeeping/office management experience to
cpm@carlaguilhem.com .
#J-18808-Ljbffr
About us Carla Guilhem Design is a full-service luxury interior design and architecture studio based in Miami, Florida, with over a decade of experience delivering high-end residential, commercial, hospitality, and yacht projects across the U.S., Europe, and Latin America. We blend bespoke design, functional elegance, and rigorous attention to detail to bring clients’ visions to life in beautiful, highly personalized spaces.
Position Summary We are seeking an experienced
Office Manager & Bookkeeper
to support and streamline our operations, financial record-keeping, and administrative functions. The ideal candidate understands the workings of an interior design/architecture business, possesses strong accounting and bookkeeping skills, has excellent organizational abilities, and is proactive in ensuring a smooth office workflow. A background or interest in interior design is a significant plus.
Key Responsibilities
Oversee daily office operations: correspondences, scheduling, vendor & client communications, office supplies & maintenance.
Maintain clean, organized, efficient office systems and workflows.
Manage bookkeeping: accounts payable / accounts receivable, bank reconciliations, general ledger, monthly financial reports.
Track project budgets, vendor invoices, and client billing.
Assist in payroll, taxes & compliance for small business accounting.
Communicate and coordinate directly with CPA, attorneys, suppliers, and service providers.
Maintain and organize the team’s calendars and assist in scheduling for design projects.
Coordinate with external accountants, contractors, or consultants, when required.
Support project management teams with administrative tasks (sourcing, tracking orders, vendor liaison).
Maintain records, file documentation, contracts, permits, and insurance as needed.
Assist in the preparation of proposals, contracts, and interior design project specs if needed.
Ensure confidentiality, high standards of professionalism, and quality control.
Qualifications & Skills
Minimum 10 years
of relevant experience in an administrative / office management role, with strong bookkeeping / accounting credentials.
Experience working in or with interior design, architecture, or related creative service firms is highly desirable.
Proficient with bookkeeping/accounting software (QuickBooks, Xero, FreshBooks, or similar) and familiarity with project‑budget tracking tools.
Excellent organizational, multitasking, and problem‑solving skills.
Strong communication skills; ability to interact professionally with clients, suppliers, team members, attorneys, and accountants.
Fluent in
English
(required); fluency in
Spanish
and
Portuguese
is a strong plus.
High attention to detail, integrity, reliability, and ability to prioritize tasks.
Proactive mindset: anticipates office needs and helps streamline systems.
Comfortable in a fast‑paced, creative environment with changing priorities.
What We Offer
A collaborative, creative work environment with projects spanning luxury residences, hospitality, yachts, etc.
Opportunity to work closely with Carla Guilhem and senior design leadership.
Competitive compensation package commensurate with experience.
Growth potential as our company scales to larger luxury and custom projects.
Exposure to high‑end, bespoke design work and involvement in all stages of interior architecture & design process.
If you are someone who thrives both in structured financial work in a creative, design‑oriented environment, we’d love to hear from you. Please send your resume, references, and a short note about your bookkeeping/office management experience to
cpm@carlaguilhem.com .
#J-18808-Ljbffr