Operations Coordinator

4 days ago

Los Angeles, United States Social Studies Projects Full time

Collaborative responsibilities:

  • Contribute to weekly team meetings
  • Communicate effectively - promptly, appropriately, and respectfully - with staff, consultants, contractors, and collaborators both remotely and in person
  • Establish and maintain office standards, including creation and maintenance of internal procedures, client-facing procedures, naming conventions, file structures, and best practices
  • Contribute to a positive, inclusive, and cooperative working environment


Project responsibilities: 

  • Oversee new Client financial onboarding and setup, including W-9, guidance documents, and insurance certification, if needed
  • Maintain and manage a highly organized and efficient procurement system
  • Review, process and submit purchase orders and vendor payments
  • Verify, track, and manage orders with vendors
  • Coordinate and schedule shipments, deliveries, and installations in collaboration with design team
  • File and maintain all client tearsheets and purchasing records for specification book creation, in collaboration with design team


Studio Responsibilities

  • Manage Studio scheduling
  • Oversee daily Studio management, including monitoring and maintaining office supplies, technologies, subscriptions, and affiliations
  • Develop, organize and oversee design library, scheduling and overseeing vendor meetings and appointments within the studio in collaboration with design team
  • Manage office equipment, systems, repairs, contracts and pricing, and coordination with IT consultant, and service providers as needed
  • Answer and screen inquiries, coordinate mail and deliveries, setup for client/vendor/team meetings


Practice responsibilities:

  • Maintain an award calendar and oversee preparation of submittals together with Principal
  • Design & maintain a highly organized and efficient archival system in collaboration with financial and design teams
  • Set up and manage vendor trade accounts as needed, including submitting resale certificates


Qualifications

  • Authorized to work in the U.S.
  • Associates Degree or higher in Business / Accounting / related field or equivalent work experience
  • Minimum of 2 years of office management experience, including demonstrated success in a similar role/position
  • Excellent verbal and written communication skills
  • Exceptional organizational skills with acute attention to detail and accuracy
  • Strong analytical, decision-making, and problem solving skills
  • Ability to adapt to change within an evolving and growing environment
  • Possess a high level of personal integrity and the ability to exercise discretion and maintain confidentiality
  • Friendly and outgoing personality, with strong people skills and a genuine desire to help others, as this role interacts directly with colleagues, studio visitors, new project inquiries, and vendors alike
  • Knowledge of software including but not limited to: Google Mail, Drive, Docs & Sheets; Slack; Quickbooks; Teamwork or equivalent Project Management tool;


An ideal candidate might additionally have:

  • Experience in a design environment and/or supporting creative processes
  • Minimum of 2 years of strong purchasing/procurement management experience, preferably in the interior design or construction field
  • Experience with internal procurement processes, including purchasing and tracking client orders
  • Experience managing expense tracking and project billing
  • Experience assisting Principal with RFPs/RFQs
  • Experience interfacing with clients on matters of contract language and/or billing


Working Hours: Hourly, Part-Time (12-18 hours per week), with opportunity for growth

Working Location: In Studio, flexible schedule 

Pay: Commensurate with experience




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