Office Assistant

Beata Buhl Interiors is an established interior design firm based in Armonk, New York. Founded by interior designer Beata Buhl, the studio has been creating thoughtfully designed residential interiors since 1997. As our studio and projects have grown, we are looking for an experienced, highly organized, and trustworthy professional to work closely with Beata and help manage the administrative and operational side of the business. This is an ideal opportunity for someone with significant experience as an Office Assistant, Office Manager, Operations Coordinator, or similar role who is looking for a flexible, long-term, part-time position. About the Role We are looking for someone who can become Beata’s right hand when it comes to organization and administration. The right person will help ensure that projects, paperwork, orders, vendors, billing, schedules, and day-to-day studio operations remain organized and moving forward. This position requires someone who is proactive and comfortable taking ownership. Rather than simply waiting for tasks to be assigned, we are looking for someone who can recognize what needs attention, follow through, and make sure important details do not fall through the cracks. Responsibilities Responsibilities will include: Preparing and organizing client proposals, invoices, purchase orders, and other project documentation Assisting with billing, payments, recordkeeping, and administrative organization Communicating with vendors, showrooms, manufacturers, contractors, and clients Contacting vendors and showrooms to obtain pricing, availability, lead times, samples, and product information Placing and coordinating orders for furniture, lighting, fabrics, accessories, and other design-related items Tracking orders and deliveries from placement through completion Following up on delays, damages, discrepancies, backorders, or missing information Maintaining organized project files, specifications, documents, and records Scheduling appointments, meetings, deliveries, and installations Assisting with the preparation and organization of client presentations Making phone calls and handling follow-ups on Beata’s behalf Keeping track of outstanding tasks, deadlines, orders, and project details Helping develop and maintain organizational systems and efficient studio workflows Providing general administrative and operational support to Beata and the studio as needed Who We’re Looking For Previous interior design experience is welcome, but it is not required . We are much more interested in finding someone who brings a strong background in administration, organization, and executive support. Has substantial experience as an Executive Assistant, Senior Administrative Assistant, Office Manager, Operations Coordinator, or similar position Has experience supporting senior executives or managing the administrative needs of a busy professional office Is exceptionally organized and detail-oriented Has excellent follow-through and takes ownership of responsibilities Is comfortable managing multiple priorities simultaneously Communicates professionally and confidently over the phone and through email Is comfortable working with vendors, clients, showrooms, and contractors Is resourceful and able to independently research information, obtain pricing, solve problems, and follow up Is comfortable with numbers, invoices, proposals, orders, and administrative paperwork Is proficient with computers and comfortable learning new software and systems Can assist in creating polished presentations and documents Understands the importance of discretion and confidentiality Is dependable, trustworthy, patient, and professional Enjoys creating structure and organization within a busy creative environment Experience supporting executives within a larger corporate environment is especially welcome. We believe many of those organizational and administrative skills translate exceptionally well to running the behind-the-scenes operations of a design studio. Schedule & Location This is a part-time position based in our Armonk, New York studio , with the opportunity to transition into a hybrid schedule. For the first three months , the selected candidate will be expected to work in person at our Armonk studio approximately 2–3 days per week . This initial onboarding period is important so that you can work closely with Beata, understand how the studio operates, become familiar with our projects, clients, vendors, systems, and processes, and establish a strong working relationship. Following the first three months, the position can transition into a more flexible hybrid arrangement , with a combination of in-studio and remote work depending on the needs of the studio. The Person We Hope to Find Above all, we are looking for someone Beata can truly rely on and trust . Someone who enjoys being the person behind the scenes who keeps everything organized. Someone who notices when something needs to be followed up on, makes the call, finds the answer, and gets it done. This could be an especially good fit for an experienced professional who has spent many years in an executive support, administrative, or operations role and is now looking for a meaningful and flexible part-time position where their experience will be genuinely valued. We hope to find someone who wants to become a trusted, long-term part of Beata Buhl Interiors and help make the day-to-day operation of the studio more organized, efficient, and seamless. #J-18808-Ljbffr Beata Buhl Interiors