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)

We are seeking a warm, polished, and highly organized Studio Operations Assistant to 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.

• 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.

• 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.

• 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.

• Trade Coordination: Request product specs, finish samples, and trade quotes; follow up with contractors and trade partners regarding proposals and project documentation.

• 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.

• SOP Development: Document recurring administrative workflows and create simple Standard Operating Procedures (SOPs) to streamline studio processes.

• 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 sales meetings.

• Communication Excellence: Outstanding spoken and written English skills with a warm, sophisticated phone manner and comfort discussing project budget parameters with high-net-worth clients.

• Operational Discipline & Persistence: Exceptional organizational skills, high attention to detail, and a relentless follow-through mindset that drives vendor issues to full completion.

• Proactive Ownership: High-agency mindset—capable of assessing daily studio priorities, identifying operational gaps, and executing without waiting for step-by-step…