We are seeking a highly organized and proactive Business & Operations Manager to oversee the operational and administrative functions of our New York City interior design studio. This role works closely with the Principal and studio leadership and plays an essential part in keeping the business running smoothly behind the scenes. This role will serve as a central operational partner to studio leadership, overseeing studio administration, operational systems, financial coordination, & light bookkeeping while helping maintain an efficient and well-organized workplace.
The ideal candidate enjoys bringing structure to a fast-moving creative environment, is detail-oriented, and takes pride in ensuring that tasks and projects move forward seamlessly. Our studio is busy and dynamic, with many moving parts, so this role requires someone comfortable managing multiple priorities and adapting quickly as needs evolve. Because this role interacts regularly with the design team, vendors, and leadership, we are looking for someone who is collaborative, dependable, and contributes positively to the culture of the studio. Although this is not a design position, we are seeking a strong administrative professional with past operations experience in an architecture or interior design firm. This is a requirement of the position.
Schedule
This is a part-time position (30 hrs/week), Monday to Friday, with flexible scheduling during regular business hours (approx. 6 hrs/day). The role offers hybrid/remote flexibility.
Qualifications
- 5+ years of experience in admin role in an architecture or interior design firm is required
- Strong organizational & multitasking abilities
- Experience with software such as Studio Designer (preferred), Design Manager, or QuickBooks
- Excellent communication skills & attention to detail
- Ability to manage multiple responsibilities and work independently
- Comfortable working in a fast-paced studio environment and adapting quickly as priorities shift
Financial Administration
- Support project invoicing and track client payments
- Maintain organized files for the accountant and bookkeeper
- Assist with basic bookkeeping and financial record organization
- Work with external accountant and bookkeeper as needed
Administrative & Leadership Support
- Provide operational support to studio leadership
- Help manage business development initiatives and internal planning
- Coordinate with the office’s insurance brokers, bankers, attorneys, and 401(k) administrator
- Manage new client inquiries, client onboarding and contract preparation
- Coordinate IT support and technology needs when required
Operational Systems & Efficiency
- Help refine internal workflows and studio processes
- Document procedures and maintain organized records
- Identify opportunities to improve efficiency across administrative and project systems
HR
- Timecard approvals in Justworks
- Coordinate with bookkeeper in employee PTO and sick days
- Manage job listings and inquiries
Studio Operations
- Oversee the day-to-day administrative operations of the studio
- Maintain an organized and welcoming office environment
- Coordinate office systems, and workspace logistics
- Monitor and order office supplies, snacks, cleaning supplies, and water
- Receive and distribute incoming mail and packages
- Greet visitors and assist with in-office meetings
- Serve as the primary contact with building management
- Coordinate studio events, team lunches, and birthday celebrations
- Organize vendor presentations and lunch-and-learns
- Enter and maintain inventory records within Studio Designer
- Coordinate travel arrangements for the Creative Director and team.
Ghislaine Viñas is an internationally recognized New York City–based interior design studio known for its bold and imaginative approach to design. The studio’s work spans residential, hospitality, and commercial interiors as well as product design collaborations. Our studio environment is collaborative, creative, and fast-paced, with a strong emphasis on organization, professionalism, and attention to detail.
