Location: Sechelt, BC

About Us: Emerge Design Studio is a dynamic and innovative interior design firm dedicated to creating stunning and functional spaces that reflect our clients' unique lifestyles. Located in Sechelt, BC, our team is passionate about design and committed to delivering exceptional service to our clients.

Job Description: We're seeking a highly organized and detail-oriented Studio Administrator to join our team. At Emerge Design Studio, you will play a crucial role in supporting our design team and ensuring the smooth operation of our office.

Key Responsibilities:

Operations:
• Scheduling and forecasting meetings, reviews with leadership, and design team coordination
• Coordinating the master office calendar, incorporating individual project schedules, team availability, and meetings
• Managing the Principal's calendar, coordinating reviews required by each designer, client meetings, and internal/team meetings

• Manage the Principal’s and office emails and deliverables to be met
• Coordinating IT consultants, new hardware purchases, updates, upgrades, and maintenance
• Conducting weekly check-in meetings with designers to ensure projects are up-to-date
• Facilitating the 'Month Ahead' meeting with Principals for project review

• Participate in project meetings to record agenda, meetings and correspondence

• Maintain client, trade, sales and rep information

• In charge of incoming calls and coordinating project leads with Principal

Studio Management:

• Coordinating physical office maintenance and enhancing the brand experience for team members, clients, and guests
• Managing supplies, updating the sample room, coordinating cleaning staff, and maintaining office equipment

• Mail pickup and drop off

Financial:
• Invoicing preparation using Harvest
• Inputting time and expenses per project using Harvest

• Proposal and agreement preparation using Canva

• Preparing statement of account and send out

• Forecasting monthly project billable

• Procurement purchase orders and payment using Programa
• Sending receipts to the bookkeeper for office expenses

• GST/PST monthly balance for bookkeeping

HR Administration & Team Support:
• Organizing team events and preparing the office for meetings
• Providing IT and equipment updates to the team
• Coordinating Professional Development – Showroom visits/in-office vendor sessions and scheduling

• Booking travel
• Ensuring timely completion of weekly timesheets and monthly time reports using BrightHR
• Coordinating recruitment efforts – organizing resumes for review, scheduling interviews, and follow-up
• Compiling policies and procedures into a handbook for quick team reference
• Orienting and onboarding new team members – IT and desk setup, introducing company culture

Systems:
• Drafting, updating, launching, and distributing Standard Operating Procedures (SOPs)
• Maintaining, updating, and launching new systems
• Updating and maintaining CRM Software using Programa and To Do

Marketing & Communications:
• Coordinating photoshoots, including scheduling, preparation, staging, and follow-up
• Assisting with networking activities such as holiday gifting and meetings with key referrers
• Updating the website with new project pages, press hits, and job postings

• Coordinate social media content with media contractor

• Quarterly news letter coordination

Qualifications:

Exceptional organizational and multitasking skills

Strong problem-solving abilities

Proactive and self-motivated with a can-do attitude

Excellent communication and interpersonal skills

Passion for design industry and tasks listed

Proficient in Microsoft Office

Prior experience in a similar role is mandatory

How to Apply: If you're excited about the prospect of contributing to our creative and collaborative team at Emerge Design Studio, please send your resume and cover letter to connect@emergedesign.ca

We thank all applicants for their interest; however, only those selected for an interview will be contacted. We look forward to welcoming a new member to our team.