Operations Manager – High-End Interior Design Studio

About Lucca

Lucca is a high-end interior design firm specializing in custom residential homes valued at $5M and above. We collaborate with visionary builders, discerning clients, and leading architects to create deeply personalized homes that feel both elevated and intentional.

As a small, focused team, we value clear communication, thoughtful execution, and strong internal systems. We're now hiring a detail-oriented and proactive Operations Manager to become the organizational backbone of our studio and help us run the day-to-day flow behind each design project.

About the Role

This is a mid- to senior-level role reporting directly to Lucca’s studio principals. You’ll work alongside our design team, vendors, warehouse partners, and clients to manage everything from proposals and contracts to install-day prep and team scheduling.

This is not an entry-level admin role. You’ll be trusted to own core systems, bring order to complexity, and support the design team by managing the process that brings ideas to life. Ideal candidates thrive in high-trust environments, communicate clearly, and care about doing things well.

Core Responsibilities:

Project Proposals, Contracts & Claims

• Build and manage client proposals with accurate pricing and markup
• Prepare and update contracts, change orders, and sub-agreements
• Track project claims (returns, damages, warranties) and handle vendor communication
• Maintain financial trackers for ordered, received, paid, and installed items
• Coordinate with studio principals on deposit schedules and payment processing

Inbox & Inquiry Management

• Manage studio inbox to ensure timely, professional responses
• Route new inquiries, vendor messages, and client communications appropriately
• Support initial client intake and follow-up communication as needed

Client Onboarding & Communication

• Manage the full onboarding process: welcome materials, contracts, scheduling
• Ensure a professional and seamless client experience from kickoff through delivery
• Track approvals and client decisions; maintain organized project records
• Support client gifting and milestone communication

Order Management & Tracking

• Submit and track orders (furnishings, lighting, materials) through vendor platforms
• Ensure quotes are confirmed and correct before submitting POs
• Coordinate with warehouse and install team for deliveries and intake
• Monitor order statuses and lead timely follow-up for replacements or delays

Project Coordination & Meeting Support

• Coordinate meetings with clients, builders, architects, and subcontractors
• Maintain the master studio calendar and track project milestones
• Compile and organize design documentation for key external meetings
• Deliver updates, selections, and drawings to appropriate stakeholders on time

Studio Systems & Internal Infrastructure

• Maintain and improve project trackers, SOPs, templates, and forms
• Keep digital systems (Notion, Google Drive, Dubsado) organized and accessible
• Create weekly dashboards showing install dates, open tasks, and order status
• Ensure clarity and continuity across all studio documentation

Inventory & Sample Library Oversight

• Track studio inventory of stored items, samples, and accessories
• Manage material returns and new sample intake
• Keep the sample library organized and up to date

Cross-Team Scheduling & Admin

• Book site visits, installs, freight pickups, and team meetings
• Upload receipts, prepare wires, and handle daily operational tasks
• Support communication across all moving parts of a project

Tools You'll Use Daily

• Notion
• Google Drive (Docs, Sheets, Slides)
• Dubsado
• Gmail & Slack
• LassPass
• Vendor portals (various)
• Familiarity with Ivy or Houzz is a plus

What Success Looks Like

• The studio inbox is organized and responsive
• Clients feel cared for and updated from start to finish
• Orders are clean, correct, and tracked in real-time
• Builders and vendors receive exactly what they need, on time
• Meeting prep is clear and installs are fully ready
• Systems feel intuitive, scalable, and efficient

First 90 Days – What You’ll Tackle

• Learn Lucca’s core tools and processes (Notion, Dubsado, Drive)
• Manage proposal and order entry for active projects
• Build clean tracking files and update studio templates
• Set up a system for contracts, onboarding, and inbox triage
• Support your first install from quote through delivery

Qualifications

• 3–5 years in operations, project coordination, or studio management
• Experience in interior design, architecture, construction, or event logistics preferred
• Excellent written and verbal communication
• Strong problem-solving skills and attention to detail
• Comfortable managing timelines, vendors, and digital systems
• Ability to own your role and work independently

Why Join Us

You’ll be a key part of the studio’s long-term growth. From the very first point of contact through the final install day, you’ll help make the entire client and team experience smoother, more beautiful, and more aligned. At Lucca, we care deeply about intentional design, and that includes how we run the business behind it.

How to Apply

Send your resume and a brief note to kaycee@lucca-design.com.
Use subject: Operations Manager Application – [Your Name] – Intentional
Including “intentional” helps us know you value clarity, thoughtfulness, and attention to detail, just like we do.

Optional:
Tell us about a time you owned the day-to-day operations of a project or studio.
What systems, communication, or coordination did you lead—and how did your work free up the creative team to focus on design?

Confidentiality Notice

This position requires a signed confidentiality and non-disclosure agreement. You will handle sensitive client budgets, vendor pricing, and project information.

Equal Opportunity Statement

Lucca is an equal opportunity employer. We value diverse backgrounds and are committed to creating a supportive and inclusive work environment.

Job Type: Full-time

Base Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off

Application Question(s):

• How many years of operations or project coordination experience do you have?
• Have you worked in interior design, architecture, construction, or events?
• Can you work full-time and in-person at our Draper studio?
• Have you managed ordering, scheduling, or vendor follow-up in a past role?

Work Location: In person

Salary : $55,000 - $65,000