Studio Administrator

**JOB DESCRIPTION**

**JOB RESPONSIBILITIES**
- Help maintain vendor relationships and follow up.
- Constant and clear communication/coordination with Design Director and Principal.
- Help with general office maintenance/technical issues as they arise.
Take and organize client/project notes, minutes, etc.
Supports Design Director and Principal as needed with operational initiatives and activities.
- Greet clients and visitors incoming into studio
- Work closely with the Purchasing Manager.
- Support the design teams in coordinating with clients, project managers, vendors, receivers, and our accountant to ensure all items are approved, purchased, expedited, received, and ready for installation.
- Assist in the marketing efforts with Principal by communicating intent, photo management and design details to our marketing firm to ensure projects are moving forward.
- Make credit card payments to vendors (Accounts Payable)
- Assist with project installations as needed.
- Stock office supplies as needed and maintain organization of office space and sample library.
- Prepare and send out holiday gifts/cards to clients, vendors, and friends of the company.
- Coordinate and manage: Office events, staff birthdays, etc.
- Help manage calendar/appointments and occasional travel bookings for Principal.
- Write and distribute mail, general correspondence, letters, and forms.
- Assist in the preparation and management of marketing campaigns and materials.
- Assist Design Director and Owner of various special projects.
- Create custom Excel spreadsheets.
- Filing, organizing, and general administrative duties.
- Answer calls from customers regarding their inquiries and invoices.
- Convert calls into leads if it’s a good lead.
- Assist in preparing contracts for potential clients.
- Maintain proper filing system for all documents both electronic and hard copy.
- Provide general administrative support including mailing, scanning, and copying.
- Manage Payroll on T-Sheets.
- Managing and tracking mínimal HR items like: PTO and sick time requests.
- Using accounting software (studio Designer) for light booking duties.
- Manage and maintain insurance, licenses, company business licenses.
- Open, sort and distribute incoming correspondence.
- Ensure cleanliness and upkeep of the office and design library.
- Assist designers with shipping-related administrative tasks (FedEx, messenger services) and delivery of items from storage to project sites.
- Book travel and other reservations (lodgings, restaurants etc.)

**REQUIREMENTS**
- Ability to work in a fast-paced, busy environment.
- Fluency in Microsoft Word, Excel, PowerPoint, Google Suite, Adobe Creative Suite; Create Excel spreadsheets with formulas.
- Excellent verbal + written communication skills.
Passionate about servicing high-end clients.
- Excellent customer service, communication, and writing skills
Quick learner and highly adaptable.
- Self-starter and self-motivated.
Mainly work independently but need flexibility to work with a team at times.
Sensitive, discrete, with strong interpersonal skills

This is a full-time position with 40 hours of work or more per week in the studio. Office hours are Monday through Friday, 8:30 am to 5:30 pm. Please note this position is expected to be in the office daily and be able to work within the Operations schedule.
- Working knowledge of computers and ability to learn new software.
- Teamwork attitude with no-drama
- 2+ years of related administrative experience
- Associate degree or higher
- Highly organized and able to provide/communicate information rapidly.
- Exceptional time management skills combined with exceptional prioritization/multi-tasking skills.
- High tolerance to tightly defined timelines / ability to be flexible.
- Able to coordinate, manage and administer multiple projects at the same time.
- Ability to communicate fluently in English, verbally and in writing, with clients, consultants, and contractors, is essential.
- Professional phone etiquette.
- Please send your resume in PDF format, along with availability.

**PHYSICAL REQUIREMENTS**
- Ability to work in a seated environment for up to 8 hours a day.
- Ability to work on a computer for up to 8 hours a day.
- Ability to use the phone for extended periods of time.
- Ability to navigate stairs and work on the second floor of office workspace.

**ABOUT OUR COMPANY**

Norman Design creates custom interiors designed to capture each client’s essence while standing the test of time. Each finished design reflects its owner’s lifestyle and passions. Whether the end product is impeccably tailored or exquisitely worn-in, it is unmistakably home. We believe a home should wrap its arms around you and welcome you home from the chaotic world. Norman Design Group is a diverse design firm, small enough to give each of our clients personalized attention while big enough to manage design work on large-scale homes. We work closely with our clients on every project, educati