Operations Coordinator

We’re a small, boutique, high-end custom product studio looking for an Operations Coordinator to manage client scheduling, order tracking, and vendor coordination. We work with a loyal client base on detailed, multi-step custom orders, and we need someone who can keep every order moving and every client informed – without anything falling through the cracks. As a small team, we wear multiple hats here, and we’re looking for someone who brings that same flexible, go-getter attitude and at the same time super organized and able to handle moving parts.

What You’ll Do

Manage client scheduling and intake for every appointment and order

Track each custom order from start to finish, keeping status updated at every stage

Coordinate with outside vendors – following up to make sure work is picked up and delivered on time

Keep payment and order records accurate and up to date

Communicate proactively with clients about timelines, so they’re never caught off guard by a delay

Keep the studio space neat, organized, and ready for daily work

Stay on top of supplies and production components – track inventory and flag what needs to be reordered before it runs out

What We’re Looking For

Highly organized – comfortable managing many active orders at once, each with several moving parts

Follows through without being chased – if something is sitting at a vendor, you go get it

Takes initiative and stays a step ahead – proactive, not reactive

Flexible and adaptable – comfortable when priorities shift or a day doesn’t go as planned

Willing to pitch in wherever needed – in a small studio, things come up that fall outside any one role, and we’re looking for a collaborative, go-getter attitude

Good judgment about what’s urgent and what can wait

Strong written communication, especially over text-based messaging

Comfortable learning new scheduling and tracking tools – full training provided

Experience in a service-based, appointment-driven, or made-to-order business is a plus, but not required

Training

You’ll be trained directly into our system with clear, documented processes for every part of the role — not handed a mess and asked to figure it out.