Position PurposeThis position serves the mission of Lewis Birks LLC by supporting the operational and logistical execution of interior design projects, ensuring accuracy, organization, and timely delivery across all project phases. This role enables the design team to focus on creative work by maintaining strong systems for procurement, documentation, and financial coordination. The position plays a critical role in translating design intent into well-managed, executed projects.Project Coordination & DocumentationMaintain and update detailed project spreadsheets, including budgets, order tracking, and FF&E schedules, with a high degree of accuracyMaintain organized digital project folders, file naming standards, and documentation systemsEnsure all project information is current, accessible, and clearly documentedAssist in preparing and maintaining internal project documentation and reportsSupport team coordination by maintaining clarity across shared project systems and timelinesSupport clear and organized communication through accurate tracking of project detailsProcurement, Vendor & Order ManagementAssist with procurement processes, including ordering, tracking, and coordinating deliveriesMonitor order status and proactively flag delays, discrepancies, or issues requiring follow-upCoordinate logistics for deliveries, installations, and project timelinesCollaborate with the Principal and external bookkeeper to ensure alignment on purchasing records, financial tracking, and documentationMaintain clean, accurate, and up-to-date operational systems related to purchasing and order managementEstablish and maintain organized vendor and trade account records, including contact information, pricing, and termsSupport the setup and maintenance of trade accounts with vendors as neededTrack vendor performance, noting issues related to delays, damages, or reliability, and escalate as neededFinancial & Billing SupportAssist with client billing and invoicing, ensuring accuracy, completeness, and proper documentationEnsure financial and project data is organized and accurate to support business tracking and decision-makingSupport the preparation of budgets, proposals, and related project documentation as neededDesign Administration & FF&E CoordinationManage data entry and information systems within Studio DesignerSupport the design team in organizing and maintaining FF&E specifications and schedulesAssist in documenting product selections, materials, and vendor informationMaintain accurate records of all design-related items and decisionsSupport the design team in tracking selections, schedules, and specificationsAssist in organizing design documentation to ensure alignment between concept and executionMaintain clarity and consistency across all design-related recordsRequirements2–5 years of experience in interior design, project coordination, or a related fieldProficiency in Studio Designer (required)Advanced proficiency in Microsoft Excel or Google SheetsStrong organizational and time management skillsHigh attention to detail and accuracyAbility to manage multiple projects and deadlines simultaneouslyStrong communication and collaboration skillsFamiliarity with procurement processes and vendor coordination preferred
