Studio Operations Assistant (part-time) 21185

Employment Type: Part-time Independent Contractor (2530 hours/week to start with full-time growth potential)

Work Model: Remote

Work Hours: US Pacific Standard Time (PST) alignment (9:00 AM 3:00 PM PST core overlap required)

We are seeking a warm polished and highly organized Studio Operations Assistant to serve as a key operational partner for the Principal Designer of a luxury residential interior design studio.

In this seat you will manage day-to-day studio logistics front-line client onboarding vendor tracking and business development administration. Operating as a trusted right hand you will take initial qualification calls off the Principals plate handle order tracking and vendor follow-ups through to resolution manage CRM records and maintain structured project files. Designed for a proactive high-agency individual this role provides the Principal with executive leverageensuring no prospective leads vendor refunds or administrative details fall through the cracks.

1. Client Onboarding Qualification & Phone Support

• First Point of Contact: Answer incoming studio calls acting as a warm articulate and professional brand ambassador for prospective luxury interior design clients.

• Lead Qualification: Conduct initial consultative screening callsasking structured qualification questions regarding project scope location timeline and budget parameters to identify ideal client fits.

• Consultation Booking: Schedule qualified prospective clients for paid design consultations directly on the Principals calendar; log lead details and track follow-up cadences in the CRM (Houzz Pro).

• Inquiry Triage: Screen spam sales solicitations and poor-fit inquiries ensuring only high-value opportunities reach the Principal Designer.

2. Vendor Management & Project Logistics

• Order & Freight Tracking: Communicate with luxury furniture fabric material and trade vendors to track purchase orders backorders ship dates and freight deliveries.

• Relentless Issue Resolution: Proactively chase outstanding vendor returns exchanges damaged shipment claims and refunds until issues are fully resolved.

• Trade Coordination: Request product specs finish samples and trade quotes; follow up with contractors and trade partners regarding proposals and project documentation.

3. Studio Operations & Administrative Governance

• Inbox & Calendar Triage: Organize the studios general inbox coordinate client/vendor meetings and prepare meeting agendas notes and action-item summaries.

• Digital File Hygiene: Maintain organized Google Drive project folders update project tracking sheets and log invoices/receipts for bookkeeping handoffs.

• SOP Development: Document recurring administrative workflows and create simple Standard Operating Procedures (SOPs) to streamline studio processes.

4. Business Development Support

• Partner Research: Research local realtors luxury home builders architects and trade partners to build prospective referral network lists.

• Outreach Tracking: Track networking outreach manage partner follow-up reminders and prepare research briefs ahead of sales meetings.

• Communication Excellence: Outstanding spoken and written English skills with a warm sophisticated phone manner and comfort discussing project budget parameters with high-net-worth clients.

• Operational Discipline & Persistence: Exceptional organizational skills high attention to detail and a relentless follow-through mindset that drives vendor issues to full completion.

• Proactive Ownership: High-agency mindsetcapable of assessing daily studio priorities identifying operational gaps and executing without waiting for step-by-step direction.

• Technical Aptitude: Quick learner comfortable navigating CRM and project management platforms (experience with Houzz Pro Google Workspace Miro or similar systems is ideal).

• Schedule Alignment: Reliable availability Monday through Friday to maintain consistent core hours between 9:00 AM 3:00 PM US Pacific Time (PST).

• Prior experience supporting a U.S.-based business in luxury home services interior design architecture high-end hospitality construction real estate or executive support.

• Inbound Lead Conversion: Promptly qualifying incoming phone and email inquiries and scheduling qualified paid consultations on the Principals calendar.

• Resolution Rate on Vendor Issues: Maintaining active tracking and 100% resolution follow-through on delayed shipments damaged goods and vendor refunds.

• Inbox & Operations Hygiene: Keeping the studio inbox triaged daily project files current in Google Drive and CRM pipelines accurately updated.

• Principal Leverage Created: Successfully absorbing administrative dispatch and client-screening logistics to free up the Principal Designers time for creative and strategic growth.

Required Experience:

Junior IC