What are the responsibilities and job description for the Operations & Project Manager position at Christopher Zoltan Designs?
Operations & Project Manager
Christopher Zoltan Designs | Frederick, MD | Full-Time
Help Make Great Design Happen
Christopher Zoltan Designs (CZD) is seeking an organized, proactive, and highly detail oriented Operations & Project Manager to help keep our interior design studio running smoothly and our projects on track.
We are a creative residential and commercial interior design firm where exceptional design is only part of what we do. Behind every successful project is a carefully managed process involving schedules, budgets, purchasing, vendors, clients, team capacity, and hundreds of details that need to come together at exactly the right time.
We're looking for someone who enjoys being at the center of that process.
This is a hands-on role that combines project management, studio operations, business administration, purchasing, and client/vendor coordination. You'll work closely with the principal and design team to organize projects, monitor schedules and hours, manage operational systems, and identify and solve problems before they become bigger ones.
What You'll Do
Manage Projects & Studio Workflow
● Lead weekly project meetings and help keep the team focused on priorities, deadlines, budgets, and billable hours.
● Develop project schedules, task assignments, and estimated hours using Smartsheet and other studio systems.
● Monitor project progress and proactively identify schedule, staffing, scope, or profitability concerns.
● Assess the studio's overall workload and capacity as new projects come in.
● Help evaluate prospective projects and develop project estimates and proposals.
● Coordinate proposal presentations with prospective clients.
● Maintain project calendars, task lists, time tracking, and other operational systems.
● Continually monitor projects and work with the design team to keep them on schedule and within estimated hours.
● Support annual performance reviews and other team-management processes.
Keep the Business Running
● Prepare and manage client invoicing based on scopes of work.
● Review timesheets and support payroll processing.
● Work with QuickBooks Online and the accounting team on expenses, bills, and reconciliations.
● Review product invoices against purchase orders and resolve discrepancies.
● Track product markups and monthly commission payments.
● Establish and maintain vendor and trade accounts.
● Coordinate PTO requests and maintain the studio calendar.
● Assist studio leadership with regular financial and operational reviews.
Manage Purchasing & Orders
● Develop product proposals in Houzz Pro based on selections from the Design Team.
● Enter and maintain product information, pricing, markups, and shipping costs.
● Convert approved proposals into invoices and purchase orders.
● Verify purchase orders and order acknowledgments for accuracy.
● Track orders and communicate with vendors and clients regarding status.
● Coordinate deliveries with vendors, clients, and delivery companies.
● Troubleshoot order and delivery issues.
● Maintain accurate order and delivery tracking.
● Request vendor quotes as needed. Coordinate Clients, Vendors & Studio Operations
● Manage the studio calendar, including client presentations, meetings, calls, and vendor visits.
● Respond to incoming inquiries and studio voicemail.
● Coordinate communication between clients, designers, vendors, delivery companies, and other partners.
● Assist the team with client and vendor correspondence.
● Manage the practical needs of the studio, including ordering office supplies, and scheduling cleaning crew, water delivery, pest control, and other service providers.
● Coordinate website and SEO support with outside partners.
Who You Are
You are someone who takes ownership.
You naturally notice when something is missing, a deadline is approaching, a project is running over hours, an order doesn't match its purchase order, or the studio is becoming overloaded—and you do something about it.
You're organized without being rigid, detail-oriented without losing sight of the big picture, and comfortable working with both creative professionals and business processes.
You enjoy:
● Bringing structure and organization to a busy environment.
● Managing multiple projects and priorities simultaneously.
● Solving problems and figuring out what needs to happen next.
● Creating systems that make people's jobs easier.
● Working with schedules, budgets, invoices, and spreadsheets.
● Communicating with clients, vendors, and team members.
● Taking responsibility for getting things across the finish line.
Most importantly, you don't need to be chased. You follow through, communicate proactively, and take pride in doing things correctly.
What We're Looking For
● 5 years of experience in project management, operations, business administration, or a related field.
● Experience in interior design, architecture, construction, luxury residential, or another creative professional-services environment is strongly preferred. ● Excellent organizational and time-management skills.
● Exceptional attention to detail and follow-through.
● Strong written and verbal communication skills.
● Comfort working with budgets, estimates, invoices, and financial information.
● Strong problem-solving skills and sound judgment.
● Ability to manage competing priorities in a fast-paced environment.
● Experience with project management and business software.
● Familiarity with Smartsheet, QuickBooks Online, Houzz, QuickBooks Time/TSheets, and Google Workspace is a plus.
Why This Role Matters
Our clients trust Zoltan Designs to manage an incredibly detailed process—from the initial proposal through design development, product procurement, ordering, delivery, and installation.
The Operations & Project Manager is the person who helps make that process work.
You'll be an important link between our creative team and the business side of the studio, helping ensure that great design is supported by great organization, communication, and execution.
If you're the person who keeps the trains running, sees the problems coming, and genuinely enjoys making a complicated process feel effortless, we'd love to hear from you.
Pay: $62,000.00 - $72,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Experience:
- Project management: 3 years (Required)
- QuickBooks: 3 years (Preferred)
Work Location: In person
Salary : $62,000 - $72,000