We are seeking a detail-oriented Operations / Studio Manager / Procurement Specialist to run our boutique Interior Design Firm, manage vendor communications, place orders for goods and services, and coordinate deliveries for our interior design firm.
This role will collaborate with design team, clients and suppliers to drive projects. Critical to this role is an exceptional attention to detail, with a strong focus on maintaining accuracy and quality in all aspects of work.
The ideal candidate is excited by the idea of keeping many moving parts seamlessly (multi-tasking) working together.
Qualifications:
3+ years of experience in Interior Design/Procurement background or related field experience
• Strong communication (verbal and written)
• Ability to manage multiple priorities
• Excellent problem-solving skills and attention to detail
• Proficient in Harvest, Microsoft Products (Outlook, Excel, Word, PowerPoint), OneDrive
• Strong computer skills – navigating Excel and Word with ease
• Opportunity to work with our dynamic design team
• Collaborative work environment
• An eagle eye for tasks that need attention or follow through, and the gumption to do them autonomously!
• Attention to detail and ability to thoroughly cross-check documentation
• A willingness to ask questions and not be afraid to say when you don't know the answer!
• Eagerness to learn the “behind the scenes” of an interior design studio
• Ability to stay level-headed during stressful situations and bring an overall optimistic attitude to work. We are a small team and don’t have time for big egos!
-Working with Design Team, you will get direction to obtain quotes and estimates from vendors and contractors; draft and process Purchase Orders, administrative follow-up of orders placed. Follow-up regularly for orders, ETAs, substitution requests, etc. as needed
-Maintain Purchase Order log and process to enable efficient reconciliation and tracking for all HDI purchases; Reconcile weekly
-Receive and open and quality check all packages into studio. Handle ALL issues with deliveries to resolution
-Diligent maintenance of client files including records of all design project correspondence, presentation and schemes, budgets and installation schedules.
-Manage/attend installations - accountable for all aspects of installation details
-Calendar management
-Discuss project status with design team at team meetings
-Maintain showroom, vendor and Service Provider files and contact information
-Projects are typically conducted in private residences or high-rise buildings, requiring close coordination with building management. This includes managing Certificates of Insurance (COI) and ensuring compliance with other building-specific requirements
-Manage multiple projects & tasks, set priorities, and adapt to changing conditions and work assignments
-Keep office stocked with necessary supplies, assist with general errands as needed, and help with general tidying.
-Answer phones, take messages, and notify others of messages
-Maintain the Current Project List
-Attend all team meetings as scheduled; client meetings in studio and on site as needed
-Responsible for the Accessories in studio, collaborating with team; Display / curation of all inventories in studio; New inventory orders; Maintenance of Accessory inventory file
-Collaborate with design team on Social Media program; details to be defined. You will own aspects of the process.
-Submission of time sheets on a daily basis for client billing purposes.
Hubley Design Interiors serves a diverse clientele across South Florida and New York, creating custom-designed spaces that reflect the individuality of each client. The firm’s holistic approach to design crafts luxurious, bespoke environments that elevate well-being, transforming dreams and aspirations into reality.
Led by Principal Jeanette Hubley-Lasher, the firm’s projects seamlessly blend timeless elegance with contemporary trends. The firm’s unwavering commitment to excellence is reflected in its affiliations with ASID and its LEED Green Associate certification. Jeanette’s extensive world travel has deeply influenced her creative vision, infusing her designs with a distinctive global essence. Her passion for fashion, art, and travel imbues every project with an enchanting, unique character.
