Job Summary:
We are seeking a highly organized and proactive Remote Operations & Procurement Manager to oversee the execution of multiple interior design projects from concept through completion. This role is responsible for managing project timelines, procurement, vendor coordination, and client communication to ensure all projects are delivered on time, on budget, and to the highest standard. You will act as the central point of coordination across drafters, contractors, vendors, and internal teams, ensuring smooth workflow and preventing delays. This position also oversees purchasing, financial tracking, and logistics, while maintaining accurate documentation and systems. A key focus of this role is enabling the Lead Designer/CEO to remain fully focused on creative work by taking ownership of all operational, administrative, and communication tasks. The ideal candidate is detail-oriented, highly dependable, and able to manage multiple moving parts in a fast-paced, design-driven environment while maintaining strong client and vendor relationships.
Key Responsibilities:
Project Management
- Build, manage, and maintain project timelines across multiple projects, ensuring deadlines are met and delays are prevented.
- Track and manage projects end-to-end, including progress, approvals, deliverables, and risk identification.
- Coordinate drafters, contractors, vendors, trades, and installers; stay on top of progress and follow-ups.
- Schedule installations, deliveries, site visits, meetings, and project-related activities.
- Create internal priority lists and weekly action plans to keep projects moving efficiently.
- Oversee installations to ensure they run smoothly, efficiently, and according to plan.
- Attend meetings (Zoom) to stay fully aligned on all project details.
- Take full ownership of operations to minimize interruptions and enable the Lead Designer to focus on creative work.
Procurement & Operations
- Create and manage purchase orders; track deposits, balances, invoices, collections, and due dates.
- Oversee ordering processes to ensure all items are accurate, properly tracked, and delivered on time.
- Monitor vendor acknowledgements, lead times, and order statuses.
- Coordinate freight, receiving warehouses, deliveries, and installation logistics.
- Handle damages, claims, returns, replacements, and vendor-related issues.
- Manage vendor relationships to ensure responsiveness, alignment, and professionalism.
- Track budgets, purchasing activity, and financials to maintain accuracy and protect profit margins.
- Organize vendor pricing, documentation, and manage COM/COL fabric logistics.
Client & Internal Support
- Act as the primary point of contact: manage calls, messages, WhatsApp, and forwarded phone line.
- Respond independently and escalate only when needed.
- Manage communication flow by scheduling structured check-ins and designated times for questions and approvals.
- Draft professional communications, client updates, and status reports.
- Maintain accurate spreadsheets, systems, and project tracking tools.
- Provide client updates, send proposals, and handle new client intake.
- Support billing coordination with bookkeeping team.
- Manage the client's calendar, priorities, and scheduling.
- Ensure clients feel informed, confident, and well-supported throughout each project.
- Help the owner stay focused on design leadership by managing operational and administrative tasks.
- Perform other duties related to the position as assigned.
Qualifications & Requirements:
- Proficient level of English (written and spoken).
- Proficient level of Spanish (written and spoken) highly preferred.
- Strong communicator, confident working with clients, teams, vendors, and contractors.
- Experience in project management, client success, operations, procurement, logistics, or similar roles.
- Proficiency in QuickBooks, with solid numerical and tech capability.
- Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Sheets.
- Interior design firm experience is strongly preferred.
- Purchasing/procurement experience highly preferred.
- Familiarity with design platforms (Studio Designer, Design Files, Materio) is a plus.
- Ability to work independently, manage multiple projects, and protect leadership time.
- Comfortable with standard business tools, including email, spreadsheets, and document management.
- Experience with task and project management tools (e.g., Asana, Trello, Monday.com) to track tasks, deadlines, and workflows is a plus.
- Out-of-the-box thinker, proactive, assertive, and accountable with strong follow-up skills.
- Calm under pressure with the ability to prioritize in a fast-paced environment.
- Ability to make sound operational decisions.
- Highly organized, adaptable, detail-oriented, and systems-minded.
- Strong ownership of project details, including budgets, vendor status, approvals, and deliverables.
- Ability to work U.S. Eastern Time (New York) business hours and adapt to business needs.
- Interested in long-term career opportunities.
- Reliable computer (Windows 10 or newer), two monitors, and stable high-speed internet.
Compensation & Benefits:
- 100% remote work.
- Compensation in USD.
- Full-time position with 40 hours weekly.
- Please note that this is a long-term opportunity.
- Great work environment with potential for growth.
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