Design Operations Project Coordinator

Job Description

Job Description

Who We Are:

Vesta Home (dba Showroom Group) is changing the way homes are marketed and how furniture is sold. We're obsessed with the client experience for our full-service offerings: interior design, luxury staging, elevated furniture rentals, and custom furniture production—fueled by our proprietary technology and logistics expertise.

Founded in 2017, our team of 50+ designers creates stunning interiors for residential, commercial, and hospitality projects. We proudly partner with top realtors, developers, and personalities on some of the most prestigious properties in the market. You’ve likely seen our work in top design magazines, Bravo’s Million Dollar Listing, and Netflix’s Selling Sunset.

As the #1 home staging brand in the U.S., Vesta’s deep design expertise and market knowledge in Los Angeles, New York, San Francisco, and South Florida helps sell multimillion-dollar properties faster and above asking. Our interior design and custom furniture services are available globally.

Core Values:

1. “Get it done!”: We have a bias toward action, and balance grit with smart work to accomplish our goals. We see business challenges as opportunities, always bring forward solutions, and believe there is no challenge too great that we cannot solve collectively.
2. “Design excellence” : Exceptional design is a function of continuous improvement. We apply this ruthlessly and pursue design excellence in everything we do - from projects to processes to people.
3. “Execute in partnership and with pride” : We rise by lifting others and are most successful when our peers and colleagues are successful as well. We obsess over quality, take pride in our work, and break down barriers to create seamless success.
4. “Invest not spend” : We value impact and the efficient achievement of results. We invest money - we don't spend it. We expect and monitor the returns on all of our investments, from time to money.
5. “Embrace a growth mindset”: We believe profitable growth creates opportunities and are intensely focused on progress. We develop the most talented people and empower them to offer world-class expertise to our clients.

Position Overview:

We are seeking a highly organized and proactive professional to drive the daily logistics and inventory operations that support our design team. In this critical role, you will serve as the essential bridge between our designers and warehouse operations, ensuring that all furniture requirements, pick lists, and install preparations are executed flawlessly and meet strict deadlines. You will be responsible for real-time problem solving, coordinating item replacements, monitoring inventory utilization through reporting platforms, and prioritizing furniture repairs. By maintaining active cross-departmental communication and overseeing post-project inventory wrap-ups, you will ensure our staging projects run smoothly from initial preparation through final installation.

Compensation: This position pays $32 per hour.

Key Responsibilities:

Project assignments, Deadline Management & Communication

• Junior Designer Allocation: Assign a junior designer on a weekly basis to support designers who require assistance on-site with their projects. 
• Designer Assignments: Assist the Creative Director with assigning designers to upcoming projects.
• Install Prep: Ensure that the following is done on a daily basis, by the established warehouse cutoff times.
• All designers receive their required furniture on time and that their furniture pick lists are completed by the established deadlines. Provide direct assistance to designers with any urgent furniture needs.
• Designers are contacted regarding any delays, inquiries, or their overall ability to meet deadlines.
• If a designer misses a pick list deadline, immediately notify warehouse operations in the project's Slack channel, including an estimated completion time.
• All furniture requirements are fulfilled by 1:00 PM or earlier for projects that install the following day.
• Furniture requirements for ongoing, multi-day projects are completed by 2:00 PM.
• Ensure that all one day installs are ready to pick 48 hours prior to installation date.
• All finalized TRIP IDs are reported to the operations team via the respective project Slack channels.
• All projects receive the necessary marketing materials.
• All projects being picked at night are receiving efficient and consistent assistance with replacements, or any other designer needs.
• All projects are being checked for overallocations alongside picking confirmation.

Post-Job Completion

• Upon a job's completion, review items in COLI and unassigned inventory. Ensure COLIS is fully cleared.
• Identify and flag any instances of hoarding or excessive reservation of inventory by designers to your Creative Director.
• Assist the warehouse with finding and assigning replacement pieces during the evening shift.
• Document and report to the Design Operations Manager any instances where designers added items to lists after the project deadline.

Procurement & Inventory

• Inventory Utilization: Utilize the necessary reports (Retool, Domo, etc) to manage inventory levels and report needs to the warehouse. Manage liquidation needs.
• Inventory Monitoring: Assess warehouse inventory levels using Retool + Domo reports and report needs to the Design Operations Manager.
• Budget Allocation & Oversight: Oversee project-level spending to ensure general inventory purchases remain aligned with allocated budgets. 

Damages & Repairs

• Monitor Damages: Stay informed on any damaged items currently in the warehouse.
• Prioritize Repairs: Prioritize what needs to be repaired based on current and upcoming inventory needs.
• Create Repair Instructions: Review damage locations, download the associated reports, and convert them into clear instruction sheets for the repair team.

Issue Resolution & Logistics

• Active Communication: Remain highly active on Slack and email. Jump in to solve on-site problems as they arise.
• Runner Setup: Assist operations and logistics teams with setting up runners when needed - this may require in person assistance, online assistance, submitting same day runner E/Vs, etc.

Managing Item Replacements

• Provide Options: If a designer reports an item needs replacing, pull currently available, similar options and send them to the designer for review. Utilize all your tools - items coming from move outs, items in download, items potentially not scanned into racks correctly, etc.
• Inventory Reallocation: If needed, review other projects currently reserving items to see if pieces can be swapped to solve the immediate problem.

Requirements

• HS diploma or equivalent, minimum of one-year warehousing experience preferred, but not required
• Computer proficiency, with a preference for Google Workspace experience, alongside the capacity to quickly adapt to new software and reporting tools.
• Strong written and verbal communication skills.
• Highly organized, deadline-driven, and able to prioritize effectively.
• Strong time management and problem-solving skills.
• Thrives in a fast-paced environment.
• Collaborative and able to work with integrity, trust, and commitment.

Benefits

• Paid Time Off (PTO)

• 401k
• Medical Insurance
• Dental Insurance
• Vision Insurance

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm you are authorized to work in the U.S.

Vesta is an equal opportunity employer. We are committed to fostering an inclusive workplace and welcome candidates from all backgrounds. All employment decisions are made without regard to race, color, religion, gender, sexual orientation, age, disability status, or any other characteristic protected by law.