Administrative Assistant/Operations Manager

Part Time Operations Manager for Interior Design Business

Mallory Living Design | Talpiot Jerusalem

HOURS

15–20 hours per week

SCHEDULE

Three regular days

LOCATION

Primarily studio based

Mallory Living Design is a growing interior design studio seeking an experienced, highly organized Administration/Operations Manager to take ownership of the administrative, procurement, and logistical side of our projects.

This is an independent, hands-on position for someone who enjoys creating order, improving systems, following through on details, and keeping multiple projects moving smoothly. The Operations Manager will work closely with Mallory and the design team, allowing the designers to focus on design, client relationships, and project management.

·  Request, receive, compare, and organize quotations from suppliers.

·  Prepare and issue purchase orders after approval.

·  Confirm product specifications, quantities, prices, availability, and lead times.

·  Track orders from approval through delivery and installation.

·  Follow up on delayed, damaged, incorrect, or missing items until each issue is resolved.

·  Maintain clear records of orders, payments, warranties, and supplier information.

·  Coordinate deliveries, installations, service appointments, and site access.

·  Communicate with suppliers, tradespeople, contractors, clients, and building representatives.

·  Ensure that the appropriate people, information, and site conditions are in place for every delivery or installation.

·  Maintain current schedules, task lists, and project status reports.

·  Anticipate logistical problems and take responsibility for following them through to resolution.

·  Organize project files, documents, quotations, invoices, and correspondence.

·  Maintain Monday.com and the studio’s project management systems.

·  Prepare meeting notes, follow-up lists, and routine project updates.

·  Track deadlines and ensure that outstanding tasks do not fall between the cracks.

·  Develop and improve administrative and operational procedures as the business grows.

·  Support the smooth day-to-day running of the studio.

·  Track project purchases, supplier payments, commissions, and relevant project expenses.

·  Organize invoices and supporting documents for the accountant.

·  Monitor approved project budgets and flag discrepancies promptly.

·  Follow up on outstanding client payments when requested.

·  Formal bookkeeping and accounting are not part of this role.

The Operations Manager may communicate directly with clients about practical matters such as delivery dates, appointments, documentation, access, and routine progress updates. Design decisions and overall project management will remain with Mallory and the design team.

·  Has previous experience in operations, procurement, logistics, office management, or a similar role.

·  Is exceptionally organized and comfortable managing many details across several projects at once.

·  Takes ownership of tasks and follows through without needing constant reminders.

·  Communicates confidently and professionally with clients, suppliers, and tradespeople.

·  Is practical, resourceful, calm under pressure, and focused on solutions.

·  Can identify inefficient processes and help create better systems.

·  Works independently while collaborating closely with a small team.

·  Has strong computer skills; experience with Monday.com and Google Workspace is an advantage.

·  Is fluent in Hebrew and has strong English.

·  Approximately 15–20 hours per week over three regular working days.

·  Primarily based at the Mallory Living Design studio in Talpiot, Jerusalem, with occasional local errands or site-related coordination and personal assistant tasks.

·  Some flexibility may be needed during particularly active project stages.

·  Compensation will be based on experience.

·  Familiarity with Monday and CRMs in general

·  Proficient in Microsoft (Word, PowerPoint, Excel)

·  Proficient in Google Docs

·  Canva (a plus)

·  Hebrew and English reading and writing

• This is a long-term opportunity to take ownership of the operational side of a creative, established, and growing interior design business.