Studio Operations Assistant (part-time) - 21185

somewhere; United States; Remote; USD 28,000 - 48,000; Part time

Job summary

Studio Operations Assistant role for a luxury residential interior design studio seeking a warm, organized, proactive professional. You will manage client onboarding, vendor tracking, CRM records, and project files, while supporting the Principal Designer with high-ambition growth.

This remote, part-time position aligns with PST hours and offers growth to full-time. Responsibilities cover onboarding, vendor management, studio ops governance, and business development support, with emphasis on

Qualifications

• Excellent spoken and written English, warm phone manner.
• Exceptional organizational skills with attention to detail.
• High-agency mindset and ability to work independently.
• Fast learner with CRM/project management tools experience preferred.
• Reliable availability aligned to 9:00 AM - 3:00 PM PST core hours.

Responsibilities

• Onboard clients, qualify leads, and schedule consultations.
• Coordinate vendor tracking, orders, returns, and freight follow-ups.
• Maintain studio operations: inbox, calendar, files, and SOPs.
• Support business development by researching partners and tracking outreach.

Skills

Communication

Operations discipline

Proactive ownership

Technical aptitude

Schedule alignment

Tools

Houzz Pro

Google Workspace

Miro

Job description

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 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.

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.

• 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.

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.

• 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.

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.

• 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.

4. Business Development Support

• 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.

Required Skills & Qualifications

• 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 direction.

• Technical Aptitude: Quick learner comfortable navigating CRM and project management platforms (experience with Houzz Pro, Google Workspace, Miro, or similar systems is ideal).

• Schedule Alignment: Reliable availability Monday through Friday to maintain consistent core hours between 9:00 AM - 3:00 PM US Pacific Time (PST).

Preferred Qualifications

• Prior experience supporting a U.S.-based business in luxury home services, interior design, architecture, high-end hospitality, construction, real estate, or executive support.

Success Metrics (KPIs)

• Inbound Lead Conversion: Promptly qualifying incoming phone and email inquiries and scheduling qualified paid consultations on the Principal's calendar.

• Resolution Rate on Vendor Issues: Maintaining active tracking and 100% resolution follow-through on delayed shipments, damaged goods, and vendor refunds.

• Inbox & Operations Hygiene: Keeping the studio inbox triaged daily, project files current in Google Drive, and CRM pipelines accurately updated.

• Principal Leverage Created: Successfully absorbing administrative, dispatch, and client-screening logistics to free up the Principal Designer's time for creative and strategic growth.