Design Operations Coordinator
Haven Design
About Haven Design
Haven Design is a full-service interior design studio delivering a truly turnkey experience—from initial concept through final installation. Our work includes luxury residential interiors, renovations, and new construction, encompassing furnishings, lighting, art, architectural detailing, and comprehensive construction documentation for kitchens, baths, and exterior spaces.
As a one-stop design resource, we thoughtfully curate every element of a project to create homes that feel timeless, effortless, and deeply personal. We believe exceptional design brings clarity, beauty, and functionality to the spaces people call home.
Coming Soon: Haven Design will be affiliated with the St. Pete Design Center, a creative destination offering curated resources, educational programming, and event space for homeowners and design professionals.
Position Overview
Haven Design is seeking a highly organized Design Operations Coordinator to support the daily operations of our interior design studio. This role is responsible for coordinating administrative processes, purchasing, vendor relationships, project documentation, and operational workflows that keep projects moving efficiently from concept through installation.
This is not an interior design position. While you'll work closely alongside our designers, your primary responsibility is ensuring the operational side of the business runs smoothly. You'll manage project logistics, purchasing documentation, vendor communications, scheduling, and administrative systems that allow the design team to focus on delivering exceptional client experiences.
The ideal candidate is proactive, detail-oriented, highly organized, and thrives in a fast-paced environment where no two days are the same. If you enjoy creating structure, improving processes, coordinating multiple moving pieces, and supporting a creative team behind the scenes, we'd love to meet you.
Key Responsibilities
Design Operations & Project Coordination
- Coordinate administrative activities across multiple design projects
- Prepare, review, and submit client invoices
- Maintain organized digital and physical project files
- Track project milestones, deadlines, and outstanding action items
- Participate in weekly project meetings and distribute follow-up tasks
- Assist with scheduling meetings, installations, deliveries, and project timelines
- Support ongoing improvements to studio systems and operational workflows
Purchasing & Vendor Management
- Establish and maintain vendor accounts
- Prepare purchasing documentation and vendor paperwork
- Obtain pricing, quotes, and lead times for furnishings, custom products, and materials
- Coordinate communications with vendors regarding orders and product availability
- Schedule vendor appointments and showroom visits for the design team
- Track purchasing information and assist with order management
Sample Library & Studio Organization
- Request and manage product samples
- Maintain the studio's sample inventory and design library
- Organize materials to ensure resources remain current, accessible, and well maintained
- Assist with inventory organization and studio operations
Installation & Logistics Support
- Assist designers with site measurements, installations, and client deliveries
- Prepare installation binders, delivery documentation, and project materials
- Coordinate logistics leading up to installation days
- Provide onsite operational support during installations as needed
Team & Administrative Support
- Assist with product reselections when items become discontinued or unavailable
- Support designers with project administration and documentation
- Identify opportunities to improve efficiency and organization throughout the studio
- Provide administrative support wherever needed to ensure projects stay on schedule
Qualifications
- 2+ years of experience in operations, project coordination, office administration, executive assistance, or administrative support
- Experience within interior design, architecture, construction, or home furnishings is preferred but not required
- Outstanding organizational and time management skills
- Strong attention to detail and accuracy
- Ability to prioritize multiple deadlines simultaneously
- Excellent written and verbal communication skills
- Professional, collaborative, and service-oriented attitude
- Self-motivated with strong problem-solving abilities
- Comfortable working in a fast-paced, team-focused environment
Required Technical SkillsMicrosoft Excel (Advanced)
- Creating and maintaining spreadsheets
- Budget and purchasing tracking
- Formulas and functions
- Sorting, filtering, and organizing large datasets
- Project tracking and reporting
Microsoft PowerPoint (Advanced)
- Creating polished client presentations
- Formatting graphics, layouts, and images
- Organizing presentation materials for meetings
Experience with purchasing, invoicing, vendor coordination, project administration, or operations management is highly preferred.
Compensation
Salary: $50,000–$55,000 annually, depending on experience.
This is a full-time, salaried position offering long-term stability and opportunities for professional growth. As Haven Design continues to expand, this role offers increasing responsibility and the opportunity to become an integral part of the firm's operations.
Schedule
Full-Time | Onsite
Monday–Thursday: 9:00 AM – 5:00 PM
Friday: 9:00 AM – 4:00 PM
Occasional flexibility may be required to support project installations, deliveries, or deadlines.
Benefits
Available after a 90-day introductory period:
- Health stipend
- 10 days of Paid Time Off (PTO) accrued annually
- Company-paid holidays
After one year:
- 401(k)
- 401(k) employer matching
Additional benefits include:
- Employee discount on products
- Professional development opportunities
- Collaborative and supportive team environment
Location
Haven Design
St. Petersburg, FL 33701
Work Location: In Person
Why Join Haven Design?
Behind every beautifully designed home is a well-organized team making every detail happen. As our Design Operations Coordinator, you'll play a critical role in supporting designers, coordinating vendors, managing project logistics, and helping deliver an exceptional client experience from beginning to end.
This position offers the opportunity to build meaningful operational systems, contribute to a growing luxury design firm, and develop a long-term career in design operations and project management. If you enjoy organization, problem-solving, and being the person who keeps everything running smoothly, we'd love to hear from you.
Please Note: This is an operations and project coordination role—not an interior design or junior designer position. Candidates should be passionate about organization, project management, business operations, and supporting a creative team rather than developing design concepts. This role is ideal for someone who enjoys being the organizational backbone of a growing, fast-paced design studio.
Pay: $50,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Paid time off
Work Location: In person
