Operations Coordinator
DUTIES + RESPONSIBILITIES
Operations & Office Management
• Support the Principal and Director of Operations in day-to-day business activities
• Maintain and improve office systems, processes, and documentation
• Manage office subscriptions, budgets, and vendor accounts
• Schedule and coordinate staff training on internal policies and procedures
• Oversee building inspections and ensure compliance with safety requirements
• Open and close the office daily, keep communal spaces tidy, and maintain kitchen
• Assist with creating and maintaining the annual operating budget
Billing Support
• Generate FF&E (Furniture, Fixtures & Equipment) proposals for client review and approval
• Maintain records of vendor payments for accounting purposes
• Track costs to ensure accurate client billing
• Assist with preparing FF&E invoices for client payment
Purchasing Support
• Process trade applications and maintain vendor documentation
• Issue purchase orders and process vendor payments in Studio Designer
• Status & Tracking Support
• Communicate with vendors through production phases
• Track and record order updates and shipping timelines
• Provide regular FF&E status reports to the design team
Warehousing & Logistics
• Coordinate with local and long-distance vendors for pickups and deliveries
• Process warehouse receiving reports
• Manage damage claims, repairs, and replacements
EXPERIENCE
• 3+ years of administrative, operations, or procurement experience (design industry preferred)
• Strong organizational skills with exceptional attention to detail
• Proficiency in Google Workspace, procurement software (e.g., Studio Designer) and project management tools (e.g., Asana, Slack and Harvest)
• Ability to manage multiple priorities in a fast-paced environment
• Excellent written and verbal communication skills
KNOWLEDGE, SKILLS + ABILITIES
• Based in Portland area with availability to be in office full time
• Proactive problem-solver
• Comfortable working independently and as part of a team
• Flexible and adaptable to shifting priorities
• Professional and polished in client/vendor interactions
COMPENSATION
• Full-time
• Competitive salary
• Vacation package + paid holidays
• Health, vision, dental + life Insurance
• 401K Retirement plan
• Sabbatical at 5 years
To apply, send your resume to hello@jhldesign.com.
Please do not call - we will follow up if you’re eligible for an interview.