Operations & Client Support Assistant for Boutique Interior Design Studio

**Application Instructions**
Please submit your application only through OnlineJobs.ph. Do not email our company directly. Applications sent outside of the platform will not be reviewed.

ABOUT THE ROLE
We are a boutique interior design studio seeking a highly organized, detail-oriented Operations & Administrative Assistant to support daily business needs. This role focuses on email management, administrative tasks, and backend organization allowing the founder to concentrate on creative work and client relationships.

This position does not involve sales or direct client interaction, but it does require professional communication with vendors, trade partners, and brands regarding pricing, samples, orders, and shipping. The role is hands-on and execution-driven, with a strong emphasis on organization and follow-through.

CORE RESPONSIBILITIES


Email & Administrative Operations
* Monitor, organize, and maintain structured inbox systems
* Draft, send, and respond to professional emails using provided templates and brand guidelines
* Proactively follow up on outstanding emails, requests, and action items
* Flag priority items, identify next steps, and ensure timely resolution
* Maintain clear documentation and organization of email threads when needed

Calendar & Scheduling Support
* Manage and maintain the business calendar, including scheduling calls, vendor meetings, site visits, and deadlines
* Coordinate scheduling with internal tea ---------- mbers as needed
* Follow established calendar guidelines and respect scheduling boundaries

Vendor & Trade Accounts
* Apply to new trade and vendor accounts
* Track approvals, account credentials, and relevant details
* Request samples, pricing, and written confirmations
* Maintain organized and up-to-date vendor records

Purchasing & Order Tracking
* Log purchases, invoices, and related documentation
* Upload receipts and supporting files
* Track order status, shipping, and deliveries
* Communicate with vendors regarding delays, issues, or discrepancies

Design & Operations Support Systems
* Upload products, brands, and client-associated information into design software (Programma)
* Maintain clean, organized project records, removing duplicate or outdated items
* Assist with product tracking and coordination of shipping/freight to receiving companies and delivery setup

Future Support (as the role evolves)
* Assist with backend support for the website, ShopMy, and social platforms
* Light content uploads and organization (no creative direction required)

REQUIRED SKILLS
* Strong written English and professional communication skills
* Extremely detail-oriented with strong organizational habits
* Comfortable working with email, spreadsheets, and online systems
* Able to follow established processes and checklists consistently
* Proactive, reliable, trustworthy, and calm under direction
* Comfortable working independently once trained

Bonus (Not Required):
* Experience with interior design, architecture, or creative studios
* Familiarity with tools such as QuickBooks, Programma, or similar platforms

HOURS & PAY
* 10–15 hours per week to start
* Flexible schedule (some overlap with U.S. Central Time preferred)
* $6–$10/hour, depending on experience
* Long-term role with opportunity to grow

1-WEEK PAID TRIAL
Final candidates will complete a one-week paid trial to ensure alignment in communication, execution, and workflow.

HOW TO APPLY
We expect a high volume of applications, so this step is designed to help us identify candidates who truly stand out. We will be selecting applicants for the second round based solely on your response to the prompts below, so please answer thoughtfully and thoroughly. (Please include your resume for future reference, but it will not be reviewed at this stage.)

PLEASE INCLUDE THE FOLLOWING
1. Brief Introduction
Share something important to you, either personally or professionally, that reflects who you are and what makes you unique.
2. Relevant Experience
Tell us about your administrative or operations experience, including current or previous roles and the types of responsibilities you’ve handled.
3. Availability
Specify your working days and hours in U.S. time.
4. Favorite Organizational Tool
What tool, system, or method do you rely on most to stay organized, and why?

WHO THIS ROLE IS PERFECT FOR
Someone who:
* Loves structure, systems, and completion
* Enjoys organizing information and managing details
* Is happy working behind the scenes
* Wants a steady, long-term role supporting a creative business

**Application Instructions**
Please submit your application only through OnlineJobs.ph. Do not email our company directly. Applications sent outside of the platform will not be reviewed.