Admin Assistant for Interior Design Firm w/Retail Storefront

Admin 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.

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 mathematical equations, spreadsheets, systems and technology 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 retail team, 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.

There may be occasional local errands, such as picking up tile, dropping off samples, or coordinating items between the office/storefront, vendors and clients.

Schedule

This position is Monday through Friday, 9AM-5:30PM with the occasional weekend as needed for retail store coverage. Serious and qualified inquires only.

Technology Requirements

This person must be comfortable and efficient working on a MacBook and using multiple digital tools and platforms.

High level proficiency is required in:

• Gmail
• Google Chat
• Google Drive
• Google Forms
• Google Sheets
• Chrome
• Canva

Proficiency is preferred in:

• Shopify
• Wix
• Mailchimp
• 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

• Create and track all retail store purchase orders.
• 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 …