Operations Coordinator

At STITCH Design Shop, great design doesn’t happen without great people behind the scenes keeping everything running. Our award-winning work across commercial, residential, and community space sectors is built on a foundation of strong operations, and the Operations Coordinator is an important part of this. In this role, you will execute the daily tasks that keep our studio humming: supporting the team, managing the details, and making sure nothing falls through the cracks. Our ideal candidate is a team player, flexible, resourceful, and ready to roll up your sleeves and dig in. Whether juggling competing priorities, jumping in where needed, or proactively solving problems before they arise, you thrive in a fast-moving environment and take pride in being a person others can count on. Through our crossover team structure, you will collaborate across every corner of the firm and be a valued part of a talented, close-knit team. If you are someone who finds satisfaction in keeping things running well and supporting the people around you, If this sounds like you, you might be a good fit at STITCH! Ideal Candidate Expectations: Office Operations Front of House – Serve as the welcoming first point of contact for visitors, calls, and firm communications, setting the tone for STITCH’s culture and client experience. Coordination – Manage calendars, phone systems, and vendor relationships (cleaning, maintenance, internet, etc.) to keep the studio running seamlessly. Procurement – Oversee ordering and organization of supplies, snacks, catering, and services, ensuring the studio is always fully stocked and functional. Environment – Maintain organized, well-functioning studio spaces that reflect the STITCH brand and support a productive team. Finance Support Vendor Management – Manage vendor onboarding and maintain accuracy of tax documentation, COIs, payment preferences, and terms through annual updates. Invoicing – Execute monthly client invoicing with precision and ensure timely collection of receivables. Record Keeping – Maintain comprehensive vendor billing records within the firm’s systems and support development of the annual office budget. Accounting Fundamentals – Working knowledge of invoicing, accounts payable, and accounts receivable, with hands‑on experience applying these in a professional setting. Operations Support Project Startup – Coordinate client onboarding and project startup processes across platforms (MS Teams, BQE Core) to ensure every project launches smoothly. Technology – Track and manage internal technology inventory; provide backup support for systems and processes as needed. People Operations – Coordinate recruiting, hiring, and onboarding efforts that bring great people into the STITCH family. Adaptability – Proactively support Operations across functions with a resourceful, can‑do attitude. Marketing Support Events – Coordinate Lunch & Learns, internal events, and team initiatives that strengthen the STITCH community. CRM – Maintain CRM data and administrative needs to keep client relationships organized and actionable. Content – Support the project photography process and assist with marketing initiatives as needed. Property Coordination Documentation – Support property contracts and documentation with accuracy and attention to detail. Facilities – Coordinate maintenance, respond to facility needs, and assist with renter/tenant communication. Ideal Qualifications: Bachelor’s degree in Business or equivalent combination of education and relevant work experience preferred; 3+ years of administrative or related experience required. Demonstrated proficiency in Microsoft 365, including advanced Excel, Word, and Outlook. General working knowledge of QuickBooks or related accounting software strongly preferred. Strong organizational aptitude and attention to detail when working with financial, operational, and marketing data. High level of professionalism and discretion with confidential information. Proven ability to coordinate across teams and manage competing priorities effectively. Valid driver’s license required. STITCH offers industry competitive pay and a robust benefits package, including: medical + vision insurance, PTO, flexible work options, simple IRA plan, access to certified financial planner, qualified 529 college savings program, + short term disability. Office Operations Serve as the first point of contact for visitors, calls, and firm communications Manage calendars, phone systems, and voicemail Coordinate office vendors (cleaning, maintenance, internet, etc.) Oversee procurement of supplies and services (snacks, office supplies, catering, etc.) Maintain organized, fully functional studio environments Finance Support Manage vendor onboarding and ensure ongoing accuracy of tax documentation,COIs,payment preferences, and terms via annualupdates.) Manage monthly client invoicing Maintaincomprehensive vendor billing recordswithin system Ensuretimelycollection of receivables Support development of annual office budget; ongoing expense management Providegeneral supportto the Finance team as needed Operations Support Coordinate client onboarding and project startup (MS Teams, BQE Core) Provide backup support for systems and processes Track and manage internal technology inventory Coordinate recruiting/hiring, and onboarding efforts SupportOperations as needed Marketing Support Coordinate Lunch & Learns and events Maintain CRM data and administrative needs Support project photographyprocess Assistwith planningand executinginternal events and team initiatives SupportMarketing initiatives as needed Property Coordination Support property contracts and documentation Coordinate maintenance and respond to facility needs Assistwith renter/tenant communication Other miscellaneous duties, as needed to support business operations. Minimum Qualifications: Bachelor’s degree in business or equivalent combination of education and relevant work experience is preferred 3+ years of administrative or related experience required General working knowledge of QuickBooks or related software strongly preferred Demonstrated proficiency in Microsoft 365; advanced Excel skills, Word, and Outlook. Strong organizational aptitude and attention to detail when working with financial, operational, and marketing data Experience inmaintainingprocesses, workflows,andsuggestingimprovements High levelof professionalism and discretion with confidential information Proactive, resourceful, and adaptable Proven ability to coordinate across teams and manage competing requests effectively Working knowledge of fundamental accounting principles, with hands‑on experience or familiarity in invoicing, accounts payable and accounts receivable. Ability to work independently, as well as a member of the team Ability to be flexible, adaptable, and prioritize tasks Strong written and oral communication skills; ability to present ideas and strategies quickly, thoughtfully, and concisely; ability to cultivate and develop relationships Hold a valid driver’s license Working Conditions/Physical Demands: Working Conditions: The Operations Coordinator will primarily work in an office environment. Occasionally, this position may be required to work outside the office and beyond regular business hours. Physical demands: While performing the duties of this position, the employee is required to walk, sit, stand, balance, talk, speak clearly, hear, and listen throughout the workday. The employee must occasionally lift and/or move up to approx. 10 pounds and possess the ability to grasp and move objects. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.