Operations and Administrative Manager

ADMIN ASSISTANT / OFFICE MANAGER

Dear Charley Designs | Lexington, KY

Website: https://www.dearcharleydesigns.com/

About Dear Charley Designs

Dear Charley Designs is a boutique interior design firm known for creating approachable, elevated interiors that balance beauty with livability. Our work is curated, thoughtful, and highly personalized; and our client experience is seamless, professional, and detail-driven.

We are a small, high-performing team where communication, accountability, and follow-through are essential. Every team member contributes directly to the success of each project and the growth of the firm.

The Opportunity

This role is the operational backbone of the studio.

As Admin Assistant / Office Manager, you ensure the business runs smoothly, efficiently, and profitably behind the scenes. You support the design team by managing details, timelines, and purchasing with precision so they can remain focused on design delivery, while ensuring no detail is missed.

This is an ideal role for someone who thrives on organization, loves systems, and takes pride in executing at a high level.

Key Responsibilities

Administrative & Office Management

1. Manage calendars, scheduling, and meeting coordination
2. Organize and maintain all digital and physical project files
3. Support inbox management and ensure timely communication
4. Maintain studio systems, templates, and documentation

Procurement & Order Management (Core Function)

You are responsible for the accurate, timely, and complete execution of all purchasing activities.

This role does NOT source or research design options.

All selections are provided by the design team.

You execute those selections flawlessly.

Pricing & Documentation

1. Request and compile pricing, lead times, and vendor details
2. Verify all specifications, quantities, finishes, and dimensions for accuracy
3. Prepare clear, accurate proposals for client approval

Purchase Orders

1. Generate and issue all purchase orders with complete accuracy
2. Submit orders and confirm vendor receipt and processing
3. Review acknowledgements and resolve discrepancies immediately

Order Tracking

1. Track all orders from placement through delivery and installation
2. Maintain organized and up-to-date order logs
3. Provide consistent status updates to the team

Issue Resolution

1. Troubleshoot delays, damages, missing items, or errors
2. Coordinate repairs, replacements, and reorders
3. Communicate proactively to avoid project disruption

Inventory & Availability

1. Monitor for discontinued or out-of-stock items
2. Alert Lead Designer immediately for reselections

Delivery & Installation Coordination

1. Schedule and confirm deliveries with vendors and receivers
2. Coordinate installation timelines with the design team
3. Ensure all items are received, inspected, and ready prior to install

This level of execution is essential to maintaining project flow and protecting profitability; details matter here.

Project & Team Support

1. Support designers with scheduling, logistics, and task tracking
2. Prepare client proposals, presentations, and documentation
3. Maintain project timelines and ensure follow-through on action items
4. Coordinate and assist with installations, styling, and photoshoots as needed

Studio Operations

1. Maintain design library and sample organization
2. Coordinate office supplies, vendor relationships, and general office upkeep
3. Assist in implementing and refining systems and processes as the firm grows

Essential Qualifications

1. 2–5 years in administrative, office management, or coordination role
2. Experience in interior design, construction, or related industry preferred
3. Exceptional organizational skills and attention to detail
4. Strong written and verbal communication
5. Proficiency in Google Workspace, spreadsheets, and project management tools
6. Ability to manage multiple priorities and meet deadlines

Who You Are

1. Systems-oriented and organized; you naturally create order
2. Proactive; you solve problems before they escalate
3. Detail-driven; accuracy is your standard and nothing slips through the cracks
4. Calm and adaptable in a fast-paced environment
5. A team player who takes ownership and follows through

Growth Path

This role is designed to evolve into:

Admin Assistant → Office Manager → Director of Operations

With strong performance, you will:

1. Take ownership of studio and procurement systems and workflows
2. Oversee operational processes and purchasing across projects
3. Support financial tracking and efficiency
4. Grow into a leadership role as the firm scales

What Success Looks Like (First 90 Days)

1. Orders are accurate, tracked, and on schedule
2. Communication is clear, timely, and proactive
3. Designers feel fully supported and able to focus on design work
4. Client experience is smooth, timely, and professional

How to Apply

If this role aligns with your strengths and you take pride in organization, accuracy, and execution, we invite you to apply.

Please submit the following:

1. Resume highlighting relevant experience
2. Cover Letter sharing why this role is a strong fit for you
3. Brief Example (1–2 paragraphs) of a time you managed multiple details, orders, or logistics successfully
4. In the first line of your cover letter, please include the phrase “I love a well run business.”

Send all materials to: charley@dearcharleydesigns.com

Subject Line: “Operations and Administrative Manager Application – [Your Name]”