Design Studio Coordinator

DESIGN STUDIO COORDINATOR
Part-Time · High Ownership
Fully Remote · Hybrid if in San Diego · $25–$35/hr
Flexible scheduling — hours that work around your life.

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WHO WE ARE

A boutique interior design studio in San Diego working with discerning clients on high-end residential and commercial projects — from first concept to finished space. The principal leads with vision, 3D storytelling, and creative direction. This role owns everything that keeps the studio moving.

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WHO THIS ROLE IS FOR

This is not a job for someone who waits to be told what to do.

You read an email chain and already know the follow-up that has not been sent yet. You finish things. You notice when a document is sloppy before anyone asks. You communicate with calm, professional precision that does not bend under a difficult client reply. You are not flustered by contractors, vendors, or a third invoice that still has not been paid.

You love a well-organized system — not because you were told to, but because it genuinely satisfies you. You want to understand the work, not just process it. You have a good eye: your documents look clean, your emails are tight, and you will not send something sloppy on behalf of this studio.

Most importantly: you are the hub. Every vendor, trade, contractor, and team member runs through you. You do not wait for updates — you chase them. You are the checkpoint that keeps the ball moving forward.

This is a genuinely exciting opportunity inside a creative, growing studio doing beautiful, custom work. If that energizes you, you will thrive here.

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A DAY IN YOUR LIFE

You start with the inbox — triaging, drafting responses, sending the vendor follow-up that has been waiting since Tuesday. An installation is at risk; you contact the installer and reschedule before it becomes a problem.

From there you are in Asana, tracking every custom design element through the RFQ pipeline. Concept approved? Drawings created and sent to vendor? Quotes received and reviewed? You are the checkpoint. You assign next steps, follow up, and close open loops.

A purchase proposal comes back approved. You convert it to an invoice and hold it for the weekly client summary — a concise, professional recap of everything accomplished on each project that week.

You wrap up by early afternoon with the Daily Project Status — a living dashboard you maintain and grow to own. You send the team a quick update: what is approved, what is outstanding, which invoices are unpaid, which proposals have not been signed, which quotes have not come back. The team checks it and moves on.

You close your laptop knowing exactly where everything stands — and tomorrow is already set up.

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WHAT YOU OWN

COMMUNICATION AND COORDINATION
• Manage all inbound and outbound studio communications
• Draft and send professional client-facing emails and follow-ups
• Track open items across vendors, trades, and contractors
• Flag issues early — resolve before escalation

PROJECT AND TRADE COORDINATION
• Maintain project trackers and timelines in Asana
• Coordinate and track sample orders, product deliveries, and field documentation
• Prepare and organize client presentation materials
• Support installation scheduling and trade follow-up

STUDIO OPERATIONS
• Manage and organize studio project documentation, folder structure, and naming conventions
• Process invoices, verify against scope, and flag discrepancies
• Support the principal with scheduling and jobsite logistics
• Handle off-site tasks — sample pick-ups or jobsite drop-offs (San Diego candidates)

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WHAT YOU BRING

Required
• 2+ years in administrative operations or project coordination
• Strong written English — clear, concise, professionally composed
• Proficient in Google Workspace or Microsoft Office
• Reliable vehicle and valid driver’s license (required for San Diego-based candidates only)

Preferred
• Background managing vendor relationships, custom quotes, procurement, and multi-track project coordination
• QuickBooks Online or similar bookkeeping familiarity
• Asana experience a plus
• Sketch / AutoCAD experience

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COMPENSATION

$25–$35/hr depending on experience. Administrative background starts at the lower end; operations or project management experience lands at the higher end. This role spans three areas — communications, project coordination, and studio operations. Pay reflects that breadth of ownership.

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DETAILS

Location: Fully Remote · Hybrid if in San Diego
Note: Most work is remote. Local San Diego candidates may take on occasional on-site responsibilities.
Schedule: Part-time, approx. 20–25 hrs/week, flexible scheduling
Start: As soon as the right person is found