Office Manager

The Office Manager is responsible for delivering a luxury level of hospitality and studio management for clients, referral partners, vendors, and the internal team. They take pride in the management of the studio and in keeping systems running smoothly and efficiently. Supporting both the design team and operations team, the Office Manager ensures that every detail is cared for proactively, with strong attention to detail and organizational excellence. The role also requires experience in basic bookkeeping and a willingness to jump in wherever needed to keep the studio functioning at the highest level. Key Responsibilities This position requires you to work in the office five days a week. Hours per week can be flexible, ranging from 30 to 40 hours depending on your availability. Hospitality Serve as the first point of contact in the studio, ensuring an elevated experience for clients, referral partners, vendors, and team members. Maintain the studio to a luxury standard—tidy, organized, beautifully presented, and always prepared for guests and team collaboration. Provide seamless hospitality for external guests (clients, referral partners, vendors) and internal gatherings, from refreshments to GSI’s elevated touches. Anticipate needs proactively, supporting both the client-facing experience and the team’s daily workflow. Office & Team Support Oversee daily office operations, including facility management, managing incoming and outgoing mail, stocking inventory, and ensuring the studio runs smoothly day to day. Oversee and manage the company calendar, ensuring meetings, events, and deadlines are scheduled and communicated effectively. Coordinate GSI internal events and team-building activities to help foster a connected and supported culture (supporting the Director of Operations). Coordinate with the design team and vendors regarding our annual vendor meeting schedule; ordering lunches, arranging showroom visits, and providing support for vendor coordination overall. Organize and maintain the studio materials library so the design team can work efficiently and with ease. Act as a central resource for the team—ensuring questions are answered, logistics are handled, and systems operate seamlessly. Finance and Bookkeeping Support Accounts Payable/Receivable: Manage the business checking account, deposit client payments, apply payments to invoices, and process vendor invoices with accurate supporting documentation. Assist in the management of the general ledger, including identifying and categorizing transactions. Provide administrative support to the Bookkeeper and Director of Operations as needed. Issue Resolution & Vendor Support Manage the issue resolution process for product, coordinating between vendors, receivers, and the design team to ensure timely and professional follow-through. Oversee GSI accessories inventory: entering and removing items in the system, inspecting new inventory, and maintaining accurate records. Manage vendor trade accounts, including opening new accounts, tracking and reporting on YTD vendor spending to meet annual minimums, and managing vendor credits on account. Marketing & Sales Administrative Support Assist with client and referral partner touchpoints, including luxury gifting, mailings, and personalized gestures. Support event planning for external marketing initiatives and company events. Provide administrative assistance to the Sales & Marketing team to ensure smooth execution of campaigns and programs. Qualifications Education High school diploma or equivalent required; Associate or Bachelor’s degree in Hospitality, Business Administration, Office Management, or a related field preferred. Professional certifications in office management, hospitality, or bookkeeping are a plus. Experience 2+ years of experience in office administration, hospitality, or executive assistant roles. Experience managing vendor relationships, events, or client-facing programs in a professional or luxury environment preferred. Familiarity with bookkeeping, accounts payable/receivable, and basic financial administration is advantageous. Skills Exceptional interpersonal and communication skills, with the ability to represent the company professionally to clients, vendors, and team members. Strong organizational and time-management skills, with attention to detail and the ability to manage multiple priorities simultaneously. Proactive problem-solving and issue-resolution skills. High level of discretion and confidentiality when handling sensitive information. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and/or similar productivity tools; experience with financial software (QuickBooks, Xero, or similar) a plus. Event planning and coordination skills, including managing internal and external gatherings. Ability to maintain a polished, professional appearance and a welcoming, client-focused demeanor. Physical Requirements: Ability to be on your feet for extended periods and move throughout the studio. Capability to lift and carry items up to 25 lbs (e.g., office or hospitality supplies). Manual dexterity for organizing materials, handling mail, or using office equipment. Visual and auditory ability to interact with clients, read documents, and communicate effectively in person and via phone/email. Firm Info and Culture Based in Philadelphia, Glenna Stone Interiors is the trusted firm for luxury homeowners who seek interiors defined by beauty, harmony, and radiance. Known for our award‑winning, modern‑meets‑timeless aesthetic, we engage deeply with our clients and bring a 360‑degree approach to both design and project management. Since 2010, we have served discerning clients across the greater Philadelphia area, Delaware, surrounding beach communities, and nationwide. At Glenna Stone Interiors, we are fully engaged in our work every day. We listen with intent, create with purpose, and grow through challenges. We celebrate our successes as a team and find joy in turning what our clients believe is impossible into a dream realized. Our designs foster harmony, deepen connections, and enrich the human experience. Benefits Two weeks PTO (increases with tenure) Health insurance Retirement plan 10 paid holidays Equal Opportunity Statement Glenna Stone Interiors is an equal opportunity employer committed to creating a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected classification under applicable laws. #J-18808-Ljbffr