Studio Operations Coordinator

Job Description

This is an operations-focused position, not a conventional task-list administrative job. You will take ownership of the systems and follow-through that keep projects, records, vendors, payments, communications, and marketing materials organized. We have established procedures for much of this work, but we do not expect those procedures to remain static. We want someone who can learn the existing system, operate it accurately, identify weaknesses, and implement appropriate improvements in coordination with company leadership.

The purpose of this role is to allow the rest of the team to remain focused on design, client relationships, sales, and fabrication while you ensure that operational details are handled consistently. The position begins primarily in studio operations and marketing. For the right person, it can grow toward greater responsibility in project management, client coordination, and business development.

Project and operational coordination

• Track active project details, deadlines, open items, and assigned next actions.
• Maintain accurate project records as work progresses from inquiry through completion.
• Coordinate information among company leadership, artists, vendors, installers, clients, architects, and other project participants.
• Identify missing information, unresolved issues, and deadlines before they become problems.

Financial and document administration

• Review vendor invoices against purchase orders, quotations, prior payments, and project records.
• Prepare a clear invoice‑approval queue.
• Maintain organized supporting documentation for client payments, vendor expenses, purchase orders, and proposals.
• Handle confidential financial and business information with discretion.

Information and records management

• Maintain the company’s digital and physical organizational systems, including Dropbox, project spreadsheets, task lists, purchase orders, proposals, invoices, correspondence, and project files.
• Process relevant information from leadership email accounts and route it to the correct project, record, or action list.
• Maintain consistency among project records and periodically audit systems for missing or conflicting information.
• Improve file structures, workflows, templates, and procedures when a better approach is identified and approved.

CRM, marketing, and project documentation

• Ensure that new inquiries are entered into the CRM and that each active opportunity has a documented next action.
• Organize and process project photography for future marketing use.
• Coordinate website portfolio updates and other recurring marketing initiatives.
• Assist with the annual Christmas-card mailing and similar client-contact campaigns.
• Help convert completed project information into usable marketing and sales materials.
• Support additional marketing and business-development initiatives as the role develops.

Office support

• Coordinate office and common-area supplies.
• Assist with correspondence, scheduling, research, and special projects.
• Address the day-to-day operational details required to keep a small studio functioning effectively.
• Propose improvements or new initiatives when you identify a recurring problem or opportunity.

• Have a demonstrated history of improving a process, system, or workflow rather than merely following one.
• Are precise, organized, and comfortable managing numerous details across several active projects.
• Write clearly and communicate confidently with clients, clergy, architects, artists, vendors, and installers.
• Are proficient with Microsoft 365, particularly Outlook, Word, and Excel.
• Are comfortable with cloud-based file storage such as Dropbox.
• Can learn new software and use modern AI tools such as ChatGPT or Microsoft Copilot responsibly.
• Exercise sound judgment when handling confidential information, invoices, payments, contracts, and project records.
• Have at least two years of experience coordinating projects, operations, or office systems in a small business.
• Are comfortable working independently while knowing when a decision requires leadership approval.

Experience in a studio, construction company, architectural practice, design firm, agency,…