This position serves the mission of Lewis Birks LLC by supporting the operational and logistical execution of interior design projects, ensuring accuracy, organization, and timely delivery across all project phases. This role enables the design team to focus on creative work by maintaining strong systems for procurement, documentation, and financial coordination. The position plays a critical role in translating design intent into well-managed, executed projects.
Maintain and update detailed project spreadsheets, including budgets, order tracking, and FF&E schedules, with a high degree of accuracy
Maintain organized digital project folders, file naming standards, and documentation systems
Ensure all project information is current, accessible, and clearly documented
Assist in preparing and maintaining internal project documentation and reports
Support team coordination by maintaining clarity across shared project systems and timelines
Support clear and organized communication through accurate tracking of project details
Assist with procurement processes, including ordering, tracking, and coordinating deliveries
Monitor order status and proactively flag delays, discrepancies, or issues requiring follow-up
Coordinate logistics for deliveries, installations, and project timelines
Collaborate with the Principal and external bookkeeper to ensure alignment on purchasing records, financial tracking, and documentation
Maintain clean, accurate, and up-to-date operational systems related to purchasing and order management
Establish and maintain organized vendor and trade account records, including contact information, pricing, and terms
Support the setup and maintenance of trade accounts with vendors as needed
Track vendor performance, noting issues related to delays, damages, or reliability, and escalate as needed
Assist with client billing and invoicing, ensuring accuracy, completeness, and proper documentation
Ensure financial and project data is organized and accurate to support business tracking and decision-making
Support the preparation of budgets, proposals, and related project documentation as needed
Manage data entry and information systems within Studio Designer
Support the design team in organizing and maintaining FF&E specifications and schedules
Assist in documenting product selections, materials, and vendor information
Maintain accurate records of all design-related items and decisions
Support the design team in tracking selections, schedules, and specifications
Assist in organizing design documentation to ensure alignment between concept and execution
Maintain clarity and consistency across all design-related records
Support day-to-day client communication related to project logistics, including order updates, delivery timelines, and installation coordination
Respond to routine client inquiries in a timely, professional, and organized manner, escalating design or strategic questions to the Principal
Ensure all client-facing information is accurate, consistent, and clearly documented across systems
Contribute to a seamless client experience through organized execution, proactive follow-up, and attention to detail
Assist with on-site installations as needed
Maintain organization and usability of the studio’s physical sample library, including materials, finishes, and vendor samples
Track and organize incoming and outgoing samples, ensuring availability for active projects
Maintain overall studio organization to support efficient day-to-day operations
2–5 years of experience in interior design, project coordination, or a related field
*Proficiency in Studio Designer (*required)
Advanced proficiency in Microsoft Excel or Google Sheets
Strong organizational and time management skills
High attention to detail and accuracy
Lewis Birks' goal is that every space we design feels personal and intentional — sophisticated yet inviting, tailored but never overly polished. The result is an understated elegance that reflects the individuality of each client, with emphasis on craft, scale, and detail.
