Studio Manager

Business of Home; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Paloma Contreras Design in Houston is seeking an exceptional Studio Manager to lead operations, oversee client billing and financial coordination, and support HR and licensing efforts for our growing practice.

The ideal candidate is highly organized, proactive, and capable of owning systems, processes, and calendars, coordinating with the bookkeeper and design team to keep the studio running smoothly.

Responsibilities

• Own day-to-day studio operations and continually improve administrative systems and processes
• Manage office expenses, supplies, building maintenance, service providers, business records, and recurring administrative deadlines
• Maintain organized digital filing and cloud-based document management systems
• Own the client billing calendar, including retainers, time billing, proposal payments, project invoicing, cash receipts, and outstanding balances
• Review and process freight, receiving, warehouse, and other project-related invoices
• Coordinate financial administration with the firm's bookkeeper, accountant, and design team, including year-end 1099 filings
• Maintain the firm's master product development and launch calendar across licensing partnerships and collaborations
• Track product development milestones including samples, prototypes, approvals, photography, marketing assets, and launch dates
• Coordinate meetings, deliverables, and follow-ups with licensing partners, manufacturers

Job description

Paloma Contreras Design is seeking an exceptional Studio Manager to join our Houston-based interior design firm. This is a key leadership and operations position for a highly organized, proactive, and discerning individual who thrives behind the scenes and takes genuine ownership of keeping a sophisticated creative business running seamlessly. The Studio Manager will serve as the operational backbone of the firm, overseeing studio administration, client billing and financial coordination, human resources, and the operational management of our growing product and licensing business. More than simply completing assigned tasks, this person will own the systems and processes that keep the business moving forward. The ideal candidate anticipates needs, follows through without prompting, creates order and accountability, and understands when something requires the Principal's attention - and when it can be handled independently.

Key Responsibilities

• Own day-to-day studio operations and continually improve administrative systems and processes
• Manage office expenses, supplies, building maintenance, service providers, business records, and recurring administrative deadlines
• Maintain organized digital filing and cloud-based document management systems
• Own the client billing calendar, including retainers, time billing, proposal payments, project invoicing, cash receipts, and outstanding balances
• Review and process freight, receiving, warehouse, and other project-related invoices
• Coordinate financial administration with the firm's bookkeeper, accountant, and design team, including year-end 1099 filings
• Maintain the firm's master product development and launch calendar across licensing partnerships and collaborations
• Track product development milestones including samples, prototypes, approvals, photography, marketing assets, and launch dates
• Coordinate meetings, deliverables, and follow-ups with licensing partners, manufacturers,