AGD Design Studio Assistant Job Description
Job Title: Design Studio Assistant (AKA Team Mom - Or Dad!)
JOB DESCRIPTION:
The Design Studio Assistant is a support to the AGD Team. The Design Studio Assistant’s role includes responsibility for managing the office and design library as well as budgeting, ordering and tracking certain aspects of interior design projects. Executing a project on time requires diligent attention to maintaining the ordering plan and knowing the status of ordered items and the project timeline, as well as a close awareness of vendors and their lead times. The Design Studio Assistant will assist the Project Manager with the project budgets and estimates, and will be able to know financial aspects of a project and keep Project Manager and Principal apprised of actuals vs. initial estimates. Impeccable interpersonal skills are required so that the Design Studio Assistant can collaborate and build relationships with vendors as well as support the design team. Excellent time management skills, leadership abilities, and attention to detail position the Design Studio Assistant for success. The Design Studio Assistant is expected to have a “can-do” attitude and a willingness to put in extra or odd hours and effort as a given project goes through more time intensive phases, such as the first presentation and install. The Design Studio Assistant is expected to have or acquire proficiency with Quickbooks, Excel or like program, Keynote or like program, and Ivy (interior design software).
RESPONSIBILITIES:
Overall
A strong attention to detail as well as an intensity about finding errors, keeping the project on schedule, and finding ways to optimize existing processes.
Be highly courteous, private, and professional with all aspects of the AGD business.
Use their interpersonal skill excellence to develop and maintain relationships with vendors, manage ordering and collaborate with vendors and other third-parties to align timelines with AGD’s.
Use their knowledge of vendor timelines and the design process to anticipate project needs early so AGD’s time can be used most efficiently.
When needed, coordinate and/or attend client, contractor, sub-contractor, and other representative meetings as well as occasionally attend on site meetings with Contractors and Foremen, taking and storing detailed notes.
For the purpose of workplace efficiency and project success, the Design Studio Assistant is accountable for keeping office supplies stocked - binders, paper, post-its etc. and keeping office, storage room, copy room tidy and organized. The Design Studio Assistant will work with Principal to assess the office and make recommendations to maximize efficiency.
Keep organized binders and Google Drive folders for each client to help support the Project Manager and Designers.
Provide design input or help as needed – an additional set of eyes on design.
Help the Director of Operations with reconciling Ivy and Quickbooks, invoicing, and developing financial reports for analysis.
Project Planning and Management
Contribute to a weekly meeting with all team members. This is a time to set priorities and goals each week, based on the stages of the projects, and the Design Studio Assistant will spend time reviewing projects and preparing for this meeting each week.
Help prepare the Principal for meetings by gathering samples, tear sheets, or any other materials that may be needed for site and client meetings.
Prepare storyboards, tear sheets and estimates for Proposals and presentations in collaboration with Project Manager, Designer and Principal.
Create a purchasing plan for each project with timelines, estimates and schedules for AGD and our clients.
Create and manage schedules for aspects of each project (e.g. furniture schedule).
Ivy, Proposals, Ordering, Item Storage and Tracking
Develop expert level proficiency in Ivy, knowing the software’s capabilities and making sure we are always maximizing its features. The Design Studio Assistant will regularly educate herself and others with regard to the software’s capabilities.
Research, source, check availability, and price items such as furniture, fabrics, accessories, finishes, lighting, etc. in collaboration with Project Manager, Designer and Principal.
Add inventory to Ivy as needed, prepare and send all client Proposals, and get them approved for purchasing.
Manage and coordinate approval process for proposals in Ivy, updating proposals based on pricing as received from all vendors.
Execute all documents and orders through Ivy including room boards, proposals, PO’s, invoices and product tracking.
Own aspects of ordering, ensuring the accuracy, timely delivery, and quality of purchasing activities.
Ensure ordered items arrive undamaged, in the correct quantity, color and according to the order, as well as the safe and organized storage of these items until their installation, either through our third party receiving or personally at our office as the case may be.
Coordinate and manage deliveries, storage, and installations, maintaining communication with and updating weekly inventory lists and item IDs.
Contribute to client billing, which is overseen by Project Manager, including hourly billing, consult billing, flat fee billing, proposals, invoices, and account balances, through Ivy, monthly or more frequently if needed.
Assist Project Manager in producing and processing checks to pay all project-related vendors monthly or as needed.
Install
Prepare partners and vendors with the necessary information for a seamless installation.
Support every helping hand during install with necessary tools and to do lists.
Other
Occasionally work with Director of Operations to get final photography to vendors for their re-use and marketing of AGD.
Assist Director of Operations in the reconciliation of Ivy, Quickbooks, and Supply inventory, as needed.
Be on the lookout for and update the AGD vendor list with any new companies or vendors that are found which compliment the AGD aesthetic.