Office Manager / Project Coordinator

Job Description

Job Title: Office Manager / Project Administrator

Company: Herringbone & Brass Design\t

Location: Brookline, MA

Job Type: Full-Time

Schedule: Monday to Friday

Experience Level: Mid-level

About Us

We are a busy, high-end residential interior design firm known for creating beautiful, timeless spaces. We are seeking an experienced Office Manager / Project Administrator to join our team and help drive day-to-day operations in our creative, fast-paced studio.

Job Summary

This role requires someone who is highly organized, proactive, and detail oriented. You’ll be responsible for managing studio operations, assisting with finance and HR, coordinating client communication, and supporting our design team.

Key Responsibilities

Administrative & Office Management

•\tManage office email and respond to phone inquiries

•\tMaintain studio calendar and schedule meetings

•\tKeep the office clean and client-ready (including preparing for visits)

•\tOrder office supplies, manage studio upkeep, and sample returns

•\tRun weekly team meetings and update team on project timelines and priorities

Project Coordination & Client Support

•\tCoordinate order tracking, delivery, and installation schedules

•\tCommunicate with vendors, subcontractors, and clients

•\tPrepare client-facing tracking documents and monthly updates

•\tAssist with installs: staging, light setup, accessory prep, and documentation

•\tMaintain client binders and organize product care instructions

Finance & Bookkeeping

•\tManage accounts payable and receivable

•\tRecord daily financial transactions (vendor invoices, POs, expenses)

•\tAssist with budgeting, employee reimbursements, and vendor payments

•\tMaintain resale and trade account forms

HR Support

•\tAssist with hiring and onboarding new staff

•\tTrack employee PTO and assist with staff scheduling

Vendor & Studio Relations

•\tMaintain material library (fabrics, rugs, wallcoverings, etc.)

•\tSchedule and coordinate regular vendor visits

•\tMaintain current vendor list and passwords

Qualifications

•\t3+ years of experience in office or project management

•\tExcellent written and verbal communication skills

•\tComfortable working independently and handling multiple tasks

•\tExperience in a design, architecture, or creative studio environment (preferred)

•\tProficient in Microsoft Office and Google Suite

•\tFamiliarity with Design Manager, Dropbox, Adobe Suite, and Monday.com is a plus

What We Offer

•\tCollaborative, design-driven work culture

•\tOpportunities to grow within a creative, respected firm

•\tExposure to high-end residential design projects

•\tCompetitive salary based on experience

Full-time