The Office Manager is the operational backbone of the firm, responsible for office administration, HR support, client experience, vendor coordination, and internal systems management. This role requires strong organizational skills, discretion, adaptability, and the ability to manage multiple priorities in a fast-paced, creative environment.
Scheduling & Coordination:
Manage scheduling and calendar coordination for leadership and design teams
Coordinate presentation scheduling and project pitch logistics
Support project pitches with administrative preparation and organization
-Assist with time billing and tracking across projects
-Manage client reimbursables and expense documentation
Client Experience & Concierge Services:
Manage concierge email inbox and client communications
Oversee client experience initiatives, including gifting, referrals, and holiday outreach
Support property management-related coordination as needed
Ensure high-touch, professional client interactions across all communication channels
Finance & Process Management:
Support time billing and administrative financial tracking
Manage PNC processes, including Letters of Authorization (LOAs)
Track and submit client reimbursable expenses
Assist with contract administration and documentation
Marketing & Communications:
Assist with marketing initiatives as needed
Support website updates and basic content management
Coordinate newsletters and email communications
Assist with vendor communications related to marketing or events
Vendor & External Communications:
Manage ongoing vendor communications and coordination
Support scheduling, documentation, and follow-ups with vendors and consultants
Human Resources & Back-of-House Support:
Manage HR administrative functions, including:
PTO requests and tracking
Employee onboarding and off-boarding
Contract management and documentation
Back-of-house HR administration and compliance support
Maintain employee records and internal documentation
Qualifications:
-3+ years of experience in office management, operations, or administrative leadership (interior design, architecture, or creative industry experience preferred)
-Exceptional organizational and multitasking skills
-Strong written and verbal communication abilities
-Proficiency in Outlook, Microsoft Office, and cloud-based systems
-High attention to detail and discretion with confidential information
-Ability to work independently and proactively anticipate needs
Preferred (Nice-to-Have):
-Experience supporting marketing efforts or creative teams
-Familiarity with interior design workflows, vendors, or project billing
-Experience with Studio Designer or client management systems
Donna Mondi Interior Design, recognized as one of the "Top 100 Designers in the World" by Andrew Martin, is a premier interior and product design firm with offices in Chicago and Denver. Led by the talented and experienced interior designer Donna Mondi since 2001, the firm is passionate about crafting interiors that capture the essence of luxury while remaining functional and livable.
At Donna Mondi Interior Design, we firmly believe that each home should reflect the personality and lifestyle of its inhabitants. We adopt a collaborative approach, working closely with clients, architects, and craftsmen to produce distinct and exclusive residences. Innovation serves as a cornerstone for the firm, as we actively explore the world for inspiration and resources that set our work apart from the ordinary. We aspire to create spaces with a soul, blending architectural and aesthetic elements that elicit emotions as one travels through them.
We are seeking a highly organized, proactive, and detail-oriented Office Manager to oversee daily operations, support our design team, and ensure an exceptional client and employee experience.
