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Location: Lake Oswego, Oregon
Job Type: Full-time, in person

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Position Overview
Vanillawood is an award-winning design-build and interior design firm seeking a proactive, highly organized, and systems-oriented Studio Operations & Procurement Manager.

This role sits at the intersection of studio operations, procurement, project workflow, and financial administration. The ideal candidate enjoys creating structure, improving processes, managing details, and helping a creative team work as smoothly and efficiently as possible.

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Essential Responsibilities:

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Office Management 

• Manage day-to-day studio operations, including office supplies, filing, mail, insurance coordination, building maintenance, service providers, and recurring administrative deadlines.

• Manage software subscriptions, equipment records, and office systems.

• Maintain organized digital and physical files.

• Document existing responsibilities, workflows, and institutional knowledge to support a smooth operational transition.

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Team Support

• Create and maintain clear processes, templates, checklists, calendars, and internal procedures in partnership with the design team.

• Support hiring, onboarding, offboarding, and employee administration.

• Coordinate payroll information and maintain accurate PTO and employee records.

• Help reinforce agreed-upon processes and hold team members accountable to deadlines.

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Procurement (Expediting)

• Manage purchase orders, vendor orders, acknowledgments, lead times, shipping, receiving, warehouse coordination, returns, damages, credits, and installation schedules.

• Maintain accurate procurement records in Studio Designer.

• Reconcile proposals, purchase orders, vendor invoices, payments, and credits.

• Communicate order status, delays, substitutions, and issues to designers, project leads, and owners.

• Coordinate closely with vendors, receivers, installers, subcontractors, and warehouse partners.

• Identify and resolve procurement issues before they affect project schedules or client expectations.

Financial Administration

• Manage day-to-day financial administration in QuickBooks and Studio Designer.

• Process accounts payable and receivable, client invoicing, retainers, deposits, checks, reimbursements, and vendor payments.

• Record and reconcile bank, credit card, and PayPal transactions.

• Assign expenses to the correct projects, purchase orders, and accounting categories.

• Track time billing, client payments, vendor balances, project expenses, and job costs.

• Maintain subcontractor agreements and certificates of insurance.

• Prepare payroll information and enter payroll reports as needed.

• Coordinate with the independent bookkeeper for monthly review, final reconciliations, financial reporting, and year-end preparation.

• Maintain accurate, timely, and well-organized financial records.

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Qualifications

• Five or more years of relevant experience in operations, procurement, financial administration, or project coordination within an interior design, architecture, construction, design-build, or related professional-services firm.

• Proficiency in QuickBooks and Studio Designer strongly preferred.

• Experience managing purchasing, invoicing, vendors, budgets, and project workflows.

• Highly organized, detail-oriented, proactive, and systems-minded.

• Strong communication, follow-through, judgment, and problem-solving skills.

• Comfortable managing multiple priorities and holding others accountable to agreed-upon deadlines and processes.

• Able to identify inefficiencies and develop practical, repeatable solutions.

• Experience in residential design, construction, architecture, or luxury procurement preferred.

• Discretion and sound judgment when handling confidential employee, client, and financial information.

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Benefits

• 401(k) and matching

• Health insurance stipend

• Paid time off

• Employee discount

• Flexible schedule

• Bonus opportunities