Operations Coordinator

Join our award-winning interior design studio in Downers Grove, IL. We are seeking a highly organized, proactive Operations Coordinator to support the operational side of our growing design firm.

This role is essential to keeping projects on schedule, budgets accurate, and clients informed. You will work closely with our design team to ensure seamless execution from concept through installation while elevating the overall client experience.

This is an in-office position.

Who You Are

You are dependable, detail-oriented, and self-motivated. You do not wait to be told what to do — you anticipate needs, take ownership of assignments, and follow through until completion.

You thrive in a fast-paced environment with multiple moving parts and understand that details matter.

You are:

• Highly organized with strong time management skills
• A proactive problem solver who can think two steps ahead
• Accountable and reliable — tasks do not fall through the cracks
• Calm under pressure and solutions-focused
• Personable and professional in client and vendor communication
• Comfortable leading internal check-ins and keeping others on track

We are a collaborative, positive studio and value team members who contribute energy, professionalism, and integrity to our culture.

Key Responsibilities

Financial & Budget Support

• Create preliminary project budget pricing
• Maintain and update client budget spreadsheets
• Request and organize vendor quotes
• Prepare and issue client invoices
• Prepare and process purchase orders
• Ensure accurate documentation and financial tracking

Procurement & Order Management

• Place vendor orders
• Track shipments and delivery timelines
• Manage product check-in and condition verification
• Coordinate resolution for damaged, missing, or inaccurate shipments
• Manage warehouse/storage coordination prior to installation
• Coordinate delivery scheduling and installation logistics
• Oversee warranty claims and repair requests

Project & Team Coordination

• Track project statuses and leads
• Maintain project tasks and workflows in ClickUp
• Lead internal team standup meetings
• Maintain accurate vendor and project files
• Assist with client communication and customer service
• Ensure all operational systems are accurate and up to date

Qualifications

• Experience in operations coordination, project coordination, or customer service required
• Strong organizational and follow-through skills
• Interior design industry experience is a plus but not required
• Bachelor’s degree preferred
• Experience with ClickUp, Google Workspace (Docs, Sheets, Drive), and QuickBooks preferred
• Strong written and verbal communication skills

What Success Looks Like in This Role

• Orders placed accurately and on time
• Budgets updated consistently
• Clear, professional communication with clients and vendors
• Issues identified early and resolved proactively
• Projects move forward without operational delays

How to Apply

Please submit your resume and a brief cover letter explaining why you are a strong fit for this role.

To help us identify candidates who pay close attention to detail, please include the phrase “Details Matter” in your cover letter.

Pay: $20.00 - $25.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Referral program

Education:

• Bachelor's (Preferred)

Work Location: In person