Project Manager / Design Assistant

This position serves the mission of Lewis Birks LLC by supporting the operational and logistical execution of interior design projects, ensuring accuracy, organization, and timely delivery across all project phases. This role enables the design team to focus on creative work by maintaining strong systems for procurement, documentation, and financial coordination. The position plays a critical role in translating design intent into well-managed, executed projects.

Project Coordination & Documentation

• Maintain and update detailed project spreadsheets, including budgets, order tracking, and FF&E schedules, with a high degree of accuracy
• Maintain organized digital project folders, file naming standards, and documentation systems
• Ensure all project information is current, accessible, and clearly documented
• Assist in preparing and maintaining internal project documentation and reports
• Support team coordination by maintaining clarity across shared project systems and timelines
• Support clear and organized communication through accurate tracking of project details

Procurement, Vendor & Order Management

• Assist with procurement processes, including ordering, tracking, and coordinating deliveries
• Monitor order status and proactively flag delays, discrepancies, or issues requiring follow-up
• Coordinate logistics for deliveries, installations, and project timelines
• Collaborate with the Principal and external bookkeeper to ensure alignment on purchasing records, financial tracking, and documentation
• Maintain clean, accurate, and up-to-date operational systems related to purchasing and order management
• Establish and maintain organized vendor and trade account records, including contact information, pricing, and terms
• Support the setup and maintenance of trade accounts with vendors as needed
• Track vendor performance, noting issues related to delays, damages, or reliability, and escalate as needed

Financial & Billing Support

• Assist with client billing and invoicing, ensuring accuracy, completeness, and proper documentation
• Ensure financial and project data is organized and accurate to support business tracking and decision-making
• Support the preparation of budgets, proposals, and related project documentation as needed

Design Administration & FF&E Coordination

• Manage data entry and information systems within Studio Designer
• Support the design team in organizing and maintaining FF&E specifications and schedules
• Assist in documenting product selections, materials, and vendor information
• Maintain accurate records of all design-related items and decisions
• Support the design team in tracking selections, schedules, and specifications
• Assist in organizing design documentation to ensure alignment between concept and execution
• Maintain clarity and consistency across all design-related records

Requirements

• 2–5 years of experience in interior design, project coordination, or a related field
• Proficiency in Studio Designer (required)
• Advanced proficiency in Microsoft Excel or Google Sheets
• Strong organizational and time management skills
• High attention to detail and accuracy
• Ability to manage multiple projects and deadlines simultaneously
• Strong communication and collaboration skills
• Familiarity with procurement processes and vendor coordination preferred

How to apply

Please email your resume and cover letter to info@lewisbirks.com