Gray Design Group is one of the leading multi-disciplined architectural, interior, planning, branding and graphic design firms in the Midwest. With over 40 years of experience and thousands of successful projects, Gray continues to deliver exceptional, vibrant designs throughout the U.S. and abroad.
We create spaces where people thrive, connect and grow. Every project we take on is an opportunity to build lasting relationships, from the first conversation to the final touches. Our team brings together creativity, expertise and a deep commitment to your goals, bringing your vision to life in ways that inspire and enhance how people live, work and interact.
At Gray, our culture is built around people. As a certified Women-Owned Business, we take pride in fostering a diverse and inclusive workplace that emphasizes personal growth, team spirit, and professional excellence. Our employees known as Groupies describe the team as warm, passionate, and supportive. We lead with purpose and believe in giving back to our community.
Key Responsibilities
Proposal + Project Setup
· -Pull job numbers and maintain/update ERP records accurately and consistently.
· - Prepare and manage detailed, error-free project documentation, including proposals, work authorizations, and fee letters.
· -Update ERP with new vendor and client information, including fees and project status (awarded or lost), ensuring all data is precise and current.
· -Obtain, track, and document invoicing protocols for new and existing clients with accuracy and attention to detail.
Accounts Payable
· -Enter and process vendor invoices with precision, ensuring all information is accurate and coded correctly.
· -Issue and track checks for timely payments, maintaining thorough and organized records.
· -Maintain well-organized, detailed records of all outgoing payments for audit and reporting purposes.
Accounts Receivable
· -Record and reconcile checks and deposits carefully, promptly addressing any discrepancies.
· -Investigate and report differences in payments, ensuring complete accuracy in all reconciliations.
· -Generate and send monthly client statements with attention to formatting, clarity, and accuracy.
· -Send invoices to clients monthly, verifying all data and attachments are correct before submission.
Credit Card & Expense Management
· -Review monthly credit card statements with precision, ensuring all transactions are properly matched and documented.
· -Match transactions with corresponding receipts; request missing documentation as needed and maintain thorough records.
· -Enter credit card data into the ERP system accurately and on schedule.
· -Manage and review staff expense reports with a strong focus on accuracy and compliance; prepare and issue reimbursement checks monthly.
Compliance & Recordkeeping
· -Prepare, send, and file W-9 forms as requested, ensuring all documentation is complete and compliant.
· -File and maintain updated agreements in an organized and accessible manner.
· -Assist with end-of-year accounting filing and document organization, ensuring all files are accurate and audit-ready.
Qualifications
· -Associate's or Bachelor's degree is preferred in Accounting, Finance, Business Administration, or related field
· -3–5 years of accounting or bookkeeping experience in a professional services or architecture/design
· -Proficiency with accounting software and tools (experience with Vantagepoint system a plus)
· -High level of accuracy and attention to detail
· -Ability to manage multiple responsibilities and meet deadlines
· -Strong organizational and time management skills
· -Professional communication and customer service skills
· -Proficient in Microsoft Office Suite (especially Excel and Word)
Benefits
· -100% employer-paid employee medical coverage
· -401(k) plan with employer discretionary match
· -Paid time off and company holidays
· -Inclusive, supportive work culture with professional development opportunities
Working Conditions and Physical Requirements
· -Office-based role at Gray Design Group's St. Louis location with occasional site visits as required by projects.
· -Ability to sit and work at a computer for extended periods. Occasional standing, walking, or filing may be required.
· -Standard weekday working hours with occasional opportunities for overtime for monthly and year-end reporting.
This is a hybrid role at Gray Design Group's St. Louis location. You can expect standard weekday working hours with occasional flexibility for client meetings, events, or project deadlines.
Gray Design Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
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