Interior Design Studio Coordinator

• *THIS IS NOT A DESIGN POSITION** —ideal for someone who excels at juggling logistics, organization, communication, and vendor coordination. Please note that this a FULL TIME position is ONSITE only and will not involve interior design work. This is not a remote position. Interiors by design is a boutique design studio focused on high end residential design, commercial and multifamily projects with a commitment to detail, creativity, and client experience. We’re looking for a sharp, proactive Studio Coordinator who thrives in a fast-paced environment, keeps the studio running like a well-oiled machine, and supports our design team with procurement and project execution from start to finish. The coordinator will play a pivotal role within our close-knit team, overseeing logistics and some operations while contributing to the firm's everyday success. We seek an individual who is exceptionally detail-oriented and naturally attentive, someone who proactively seeks innovative solutions to enhance workflow and logistics. This motivated self-starter should be eager to embrace growth opportunities and thrive in the face of new challenges. The role extends beyond administrative tasks, as the ideal candidate will be expected to evolve alongside the firm and take on additional responsibilities. You’ll Be Great In This Role If You Are: • Exceptionally organized and detail-oriented • Experienced in managing orders, vendors, and budgets • Skilled at managing multiple priorities and shifting timelines • A strong communicator with a professional, warm demeanor and enjoy people • Comfortable working independently and collaboratively • A natural problem-solver with a proactive attitude • Excited to keep things moving behind the scenes so great design can shine • This position is not limited to the above outlined. • Act as the primary support for the Principal, managing their work calendar, coordinating and preparing internal and external meetings, • Office Operations: Take ownership of all office procedures and upkeep. This includes managing all vendor relationships, overseeing the cleanliness of the studio, and handling some marketing with the principal • Duties include, but are not limited to: Processing quotes- orders, Follow up/outreach, Filing, and Answering phones • 2-3 years of experience in an administrative role. • Highly organized with strong attention to detail. • Exceptional client service skills. • Flexible and proactive, with an ability to thrive in a fast-paced environment. • A positive, can-do attitude— no task is too big or too small • A desire to grow with the company. This position will work closely with the principal and will play a crucial role within our close-knit team, overseeing logistics and operations while contributing to the firm's expansion. We seek an individual who is exceptionally detail-oriented and naturally attentive, someone who proactively seeks innovative solutions to enhance workflow and logistics. This motivated self-starter should be eager to embrace growth opportunities and thrive in the face of new challenges. The role extends beyond administrative tasks, as the ideal candidate will be expected to evolve alongside the firm and take on additional responsibilities as they arise. Job Requirements: • Procurement & Vendor Coordination • Initiate and manage purchase orders, invoices, proposals, and payments • Place and track furniture, finish, and material orders from quote to delivery • Monitor lead times, track open orders, and resolve delivery or quality issues • File all necessary claims with vendors and liaise with all warehouses on receiving • Communicate regularly with vendors, manufacturers, and the internal team • Maintain accurate records in Studio Designer, keeping logs up to date • Create and manage client budgets, allowances, and install schedules • Generate weekly "Looking Ahead" reports to keep project teams aligned • Follow up with design/ownership teams about deadlines and outstanding decisions • Attend and run weekly internal meetings and take detailed notes and follow-up actions • Manage team tasks • Maintain strong internal systems and workflows that support team efficiency • Prepare weekly reports and meet with lead designers for project updates • Product entering and proposal/invoice generations • Create spec books - with pictures and info. Data entry for the contractor • Notes and communication to clients, post client meetings Project Administration & Support: • Maintain client projects on server, work with design folders and organize all digital records • Experience managing project timelines, milestones, and client communications, project management. • Schedule client meetings, site visits, vendor appointments, and installations as needed • Coordinate time billing invoices and correspondence with accounting • Support firm principals with calendar management, travel, and scheduling • Help with installations and photoshoots as needed • Create end-of-project client packages (paint schedules, care instructions, contact lists) • Coordinate and assist with referral gifts and business development outreach • Financial recaps for clients - tracking to budget/receipts centralized • Reconciling weekly uncategorized expenses • Assist with the basic design studio operations • Excellent skills in Microsoft Excel, Google Suite • Strong communication and organization skills • Self-motivated; Willing to support and assist; Solution seeker; Self-starter • Must drive