Studio Administrator

Falken Reynolds Interiors
CA - British Columbia - British Columbia
January 20, 2025
Design

We're on the hunt for a Studio Administrator to join our interior design team! If you have a passion for organization, a keen eye for detail and love working in a collaborative, tight-knit and dynamic environment, we want to hear from you!

In this role, you'll be the backbone of our studio, ensuring everything runs smoothly while supporting our team of talented designers. Your contributions will directly impact our projects, fostering an environment where creativity thrives. This is a full-time in-office role located in beautiful Coal Harbour.

Studio Management

• Co-ordinate physical office - enhance and maintain brand experience for team, clients & guests, stock supplies, update sample room, co-ordinate cleaning staff, maintain office equipment

• Reception & Hosting - Managing the phone & general emails; greeting guests, clients, reps

Operations

• Scheduling & Forecasting of meetings, reviews with leadership and design team

• Co-ordinating the master office calendar - incorporating individual project schedules, team availability, meetings, etc.

• Manage Principal Calendar - coordinating reviews required by each designer, client meetings, internal / team meetings

• Co-ordinate IT Consultants, new hardware purchases, updates, upgrades & maintenance

• Weekly check-in meetings with each designer to ensure projects admin is updated

• Update 'Projects Overview' document each week

• Weekly 'Month Ahead' meeting with Principals for project review

Financial

• Invoice Preparation using Harvest

• Prepare Invoice with hours, expenses

• Prepare Progress billables

• Sending receipts to bookkeeper for office expenses

HR Administration & Team Support

• Organize team events, prepping office for meetings, updates on IT, equipment, etc.

• Organize Professional Development - Showroom visits / in office vendor sessions and schedules

• Weekly Timesheets - ensure team have completed timesheets, prepare for Principal review

• Monthly Time Reports - ensure team submits to bookkeeper for timely payroll and invoice processing

• Interns - support and manage intern experience - collaborate with designers on task and work assignments

• Recruitment Coordination - organize resumes for review, scheduling of interviews and follow up

• Handbook - compile policies & procedures into a handbook for quick team reference

• Orientation & onboarding - IT and desk set up: keys, check-list for connecting with team members, learning software, introducing culture

Systems

• SOP's (Standard Operating Procedures) - co-ordinate by drafting, updating, launching, distributing

• Maintain, update and launch new systems

• Update and maintain CRM (Client Relationship Management) Software

Marketing & Communications

• Coordinate photoshoots, including scheduling, preparation, staging, and follow-up

• Assist with networking activities such as holiday gifting and meetings with key referrers

• Update website (WordPress) with new project pages, press hits, and job postings

Qualifications and Skills Required

• Post Secondary Degree

• Minimum 8 years work experience, some in small businesses or start-ups preferably

• Software proficiency: MS Office, database & project management, Photoshop, Lightroom, InDesign, Instagram, Later, Harvest

• Experience working with clients who are at the top of their game in the luxury sector

• Excellent communicator, with exceptional customer service skills and service orientation

• Exceptional organization, initiative, attention to detail and planning skills

• Team player - collaborative, reliable and resourceful

• Driver's license and access to vehicle required (car share membership, ability to rent a car)

Compensation

• Salary range equivalent to $70k - $80k: hourly wage of $33. 65/hr - 38.46/hr (based on 40 hours a week)

• Employee group benefits plan after 3 months of employment

Team and Studio Values - We Are

• Highly personal in our approach to creating inviting spaces for our clients

• Impeccably attentive to details

• Organized and able to manage several projects simultaneously

• Articulate communicators - spoken, written, and visual

• Proactive, entrepreneurial, and solution-oriented

• Comfortable working independently and collaboratively

• Curious - about design and people, and how they impact each other

• Excited about working in a progressive, globally minded design practice

• Quietly confident, showing deep respect for the trust our clients place in our work

To Apply

Email your resume to *** with 'Studio Administrator - Your Name' in the subject. In your cover letter / email please indicate your earliest start date. Applicants must be legally eligible to work in Canada. Application Deadline: 20 January 2025

Read the full job description and apply online on the recuiter's web-site

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