Studio Manager

Overview

Barbara Hawthorn Interiors is an award-winning residential interior design firm specializing in timeless, sophisticated homes throughout the Washington, DC metropolitan area and beyond. We are seeking an experienced, highly organized Office Manager who enjoys wearing many hats and thrives in a fast-paced, collaborative creative environment.

Why Join Barbara Hawthorn Interiors?

At Barbara Hawthorn Interiors, you'll become an integral part of a respected design firm known for creating beautiful, highly personalized homes. We value professionalism, creativity, teamwork, and exceptional client service. This is an opportunity to make a meaningful contribution to a small, collaborative team where your organizational talents will have a direct impact on the firm's success.

This position is ideal for someone who loves bringing order to complex projects, has exceptional attention to detail, and takes pride in keeping a small business running smoothly. Working directly with the Principal, you will oversee the firm's day-to-day administrative and business operations while supporting our design team and delivering exceptional service to our clients and industry partners.

What You'll Do

Financial Administration

• Manage accounts receivable and accounts payable.
• Review and process office expenses and invoices.
• Receive and deposit client payments.
• Coordinate with the firm's bookkeeper and CPA to support monthly and year-end financial reporting.
• Maintain required federal, state, and local business licenses.
• Prepare and maintain detailed employee time records and client billing information.

Office Operations

• Manage the daily operations of the office to ensure an efficient, organized, and welcoming workplace.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate mail, shipping, courier services, and miscellaneous office errands.
• Schedule vendor meetings and maintain company calendars.
• Organize and maintain client binders and administrative records.
• Provide administrative support to the Principal and design staff.

Facilities & Vendor Management

• Coordinate building maintenance, HVAC service, landscaping, pest control, snow removal, cleaning services, and repairs.
• Obtain proposals and assist in negotiating maintenance contracts.
• Coordinate outside vendors and supervise office service providers.
• Research new vendors, artisans, artists, and product resources.

Marketing & Communications

• Assist the Principal with marketing initiatives and advertising campaigns, including social media
• Coordinate advertising schedules and negotiate media contracts.
• Create marketing materials and advertising copy.
• Work with the firm's website developer and IT consultant to maintain the website and office technology.

Client & Executive Support

• Serve as the first point of contact for clients, vendors, and industry partners.
• Answer phones, manage correspondence, and ensure a high level of client service.
• Coordinate annual client appreciation and holiday gift programs.
• Assist with planning charitable events, including invitations, catering, vendor coordination, and RSVP management.

What We're Looking For

The ideal candidate is:

• Exceptionally organized and detail-oriented.
• Professional, polished, and personable.
• Comfortable managing multiple priorities simultaneously.
• A proactive problem solver who works independently.
• An excellent communicator with outstanding customer service skills.
• Highly proficient with Microsoft Office and comfortable learning new software.
• Experienced working in a small business or professional services environment where flexibility is essential.

Preferred Qualifications

• 5 years of office management or business administration experience.
• Experience with bookkeeping, accounts payable/receivable, or Studio Designer is preferred.
• Experience supporting executives or principals in a professional office.
• Previous experience in interior design, architecture, construction, luxury retail, or other design-related industries is a plus.