Studio Operations Assistant (part-time)

Studio Operations Assistant

Employment Type:Part-time, Independent Contractor(25–30 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)

Role Overview

We are seeking a warm, polished, and highly organizedStudio Operations Assistantto 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 Principal's 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 leverage—ensuring no prospective leads, vendor refunds, or administrative details fall through the cracks.

Key Responsibilities

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.
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 calls—asking structured qualification questions regarding project scope, location, timeline, and budget parameters to identify ideal client fits.
Lead Qualification:Conduct initial consultative screening calls—asking 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 Principal's calendar; log lead details and track follow-up cadences in the CRM (Houzz Pro).
Consultation Booking:Schedule qualified prospective clients for paid design consultations directly on the Principal's 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.
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.
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.
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.
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 studio's general inbox, coordinate client/vendor meetings, and prepare meeting agendas, notes, and action-item summaries.
Inbox & Calendar Triage:Organize the studio's 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.
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.
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.
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 sa