Administrative Assistant / Operations Support
The True House is seeking a reliable, fast-moving, highly organized Administrative Assistant to support the day-to-day operations of our interior design firm and retail shoppe.
This is a heavy administrative role with minimal time in the field. The right person will be detail-oriented, proactive, comfortable juggling multiple projects at once, and able to keep track of many moving pieces across client projects, vendors, orders, samples, schedules, and internal systems.
Our team moves quickly, and we are looking for someone who appreciates a fast-paced environment. You must be someone who writes things down, follows through, and delights in spreadsheets, systems, and apps to stay organized and on task.
This role is designed to take administrative and operational tasks off the Principal Designer’s plate while allowing our procurement and design team to stay focused on client proposals, ordering, and project execution.
We are not looking for a temporary position but rather someone who wants to grow with the company as we continue to expand.
Because we work in a luxury, client-facing industry, professionalism, communication, and follow-through are essential.
Schedule
This position is Monday through Friday, 9AM-5PM, with the opportunity to work remotely 1–2 days per week once trained and depending on company needs. Hours have some flexibility. Serious and qualified inquires only.
There may be occasional local errands, such as picking up tile, dropping off samples, or coordinating items between the office/storefront, vendors, and clients.
Technology Requirements
This person must be comfortable and efficient working on a MacBook and using multiple digital tools and platforms.
Proficiency is required in:
- Gmail
- Google Chat
- Google Drive
- Google Forms
- Google Sheets
- Chrome
- Canva
Proficiency is preferred in:
- Shopify
- Wix
- Mailchimp
- Asana
- Preview or other social media planning tools
- Other project management, inventory, or communication apps as needed
Responsibilities
Responsibilities include, but are not limited to:
Administrative & Office Support
- Provide clerical and administrative support to the Principal Designer
- Help manage follow-ups, reminders, scheduling, and internal task lists
- Keep track of details across multiple projects and priorities
- Support data entry, documentation, paperwork, and file organization
- Maintain client and vendor files on Google Drive and GC construction binders
- Schedule client appointments, team meetings, lunch-and-learns, annual furniture shows and project-related appointments
- Help keep internal documents, folders, and systems organized and up to date
- Assist with general office organization, supplies, samples, and daily operational needs
Vendor, Supplier & Trade Communication
- Request samples, pricing, product information, acknowledgements, and updates from product vendors.
- Assist with opening new vendor accounts and ordering samples
- Research products, vendors, and suppliers as needed
- Communicate professionally by phone and email with vendors, contractors, trades, clients, and team members
Project Logistics & Order Tracking
- Support project logistics from order delays/backorders to damage claims.
- Inspect and document orders as they arrive at our warehouse or storefront
- Keep the team updated on order status, shipping updates, and delivery timelines
- Help coordinate client installations, deliveries, and post-installation follow-up
- Track project expenses, shipping charges, returns, replacements, and related documentation
- Assist procurement staff with project management follow-up
- Pull specification sheets, tear sheets, care instructions, and product documentation for furniture installs, construction binders, and client files
Systems, Spreadsheets & Documentation
- Create and update internal documents in Google Sheets
- Help improve and maintain company systems and processes
- Track project progress, orders, schedules, expenses, and follow-up items
- Maintain organized Google Drive folders and project documentation
- Help prepare care packets and product information for clients
- Support construction schedules, project calendars, and internal tracking tools
Samples, Inventory & Retail Support
- Manage sample organization, including reordering, replacing, and removing discontinued items
- Keep supplies, samples, and materials organized
- Assist with in-store inventory tracking and restocking
- Track delayed orders and lost shipments, damaged claims and shipping charges.
- Support light retail operations and storefront needs as needed.
Marketing & Presentation Support
- Create Canva presentations under the direction of the Principal Designer
- Help maintain the business website with photography updates and blog posts
- Assist with blog scheduling and email content through Wix and Mailchimp
- Help set up and manage a photography calendar for social media
- Oversee marketing organization, content calendars, and related administrative tasks
Ideal Candidate
The ideal candidate is:
- Reliable, professional, and detail-oriented
- Fast-moving but accurate
- Highly organized and able to manage many moving pieces
- Comfortable working independently with minimal supervision
- A strong written and verbal communicator
- Comfortable following up by phone and email
- Skilled at prioritizing tasks and meeting deadlines
- Comfortable with spreadsheets, systems, and technology
- Willing to learn new apps and processes
- Client-facing and polished in communication
- This role is best suited for someone who genuinely enjoys administrative work, organization, follow-through, and keeping a busy team on track.
Important Note
This is not primarily a design role. While the position supports an interior design firm and will involve exposure to beautiful products, vendors, samples, and projects, the main focus of this role is administrative support, communication, organization, logistics, documentation, and follow-through.
Pay: $21.00 - $23.00 per hour
Benefits:
- Employee discount
- Flexible schedule
Work Location: In person
