Smart Haven Lifestyle

Compensation

Full Description

About Smart Haven Lifestyle Smart Haven Lifestyle is a leader in luxury smart home technology and integrated systems. We specialize in creating seamless, intuitive environments for discerning clients through cutting-edge automation, lighting, audio, and control solutions. Our team values organization, precision, and collaboration across all areas of our growing business. We are seeking a highly organized and proactive Administrative Coordinator to serve as a key link between the Operations and Sales teams, while providing strong support to the Administrative and Bookkeeping functions. This role helps maintain smooth internal communication, ensures accuracy in documentation and billing, and supports the overall flow of information across departments. Key Responsibilities: Administrative Support • Support the administrative department with daily office tasks, documentation, and coordination. • Work with the Director of Operations to maintain company records, client files, and scheduling updates in an organized and accessible format. • Help update CRM and project management platforms (e.g., D-Tools, QuickBooks, Monday.com). • Coordinate meetings, follow-ups, and project status updates across departments. • Serve as a backup to the main phone line, answering and directing calls to the appropriate team members when needed. Bookkeeping & Financial Support • Enter and reconcile expenses, vendor invoices, and project costs. • Assist with invoicing and tracking of payments. • Support the preparation of monthly reports and expense summaries. • Work closely with accounting to ensure accuracy in payables, receivables, and general ledger entries. • Maintain up-to-date financial records for vendors and clients. Operations & Sales Liaison • Bridge communication between the sales and operations teams to ensure project scope . • Track sales orders and project progress to help maintain timelines and deliverables. • Coordinate change orders, service calls, and updates with technicians and project managers. • Assist in pricing checks, cost tracking, and ensuring consistency between sales estimates and project execution. • Provide clear, proactive communication to help departments stay aligned. Qualifications • 3–5 years of administrative, operations, or bookkeeping experience (AV, construction, or design industry a plus). • Proficiency in QuickBooks Online and familiarity with project management tools like D-Tools or similar systems. • Strong communication, organization, and multitasking skills. • Excellent attention to detail is a MUST. • Proficient in Microsoft Office Suite and Google Workspace. We are looking for someone who is dependable, highly organized, and comfortable balancing multiple priorities. A person that take pride in accuracy and follow-through, and thrives on connecting the dots between departments to keep the business running efficiently. Job Type: Full-time Base Pay: From $75,000.00 per year Benefits: • 401(k) • 401(k) matching • Dental insurance • Health insurance • Paid time off • Vision insurance Application Question(s): • Our company is small but fast-paced — everyone wears multiple hats. What excites you about that kind of environment? Experience: • Operations: 3 years (Required) License/Certification: • Driver's License (Preferred) Ability to Commute: • Long Island City, NY 11101 (Required) Work Location: In person