Studio Operations Coordinator

PURPOSE

Oversee studio operations in a highly dynamic and fast-paced environment, including sample management, budget control, team support, and daily logistics for designers and staff. This role demands exceptional adaptability and resilience to ensure the studio runs smoothly.
Work closely with the Manager and Director to maintain the Design Studio as a creative and functional space that supports designers’ needs. Manage vendor relationships, shipments, archives, freelancer onboarding, and administrative tasks with a focus on maintaining seamless workflow and maximizing cost efficiency, even under tight deadlines and shifting priorities. Support leadership and production needs, coordinate events, and supervise team members while proactively maintaining studio resources and facilities. Success in this position means thriving in a context where flexibility, quick decision-making, and a strong commitment are essential every day.

RESPONSIBILITIES
• Manage research samples for each design category, including rentals (building vendor relationships, organizing international and UK shipping, tracking and returning samples) and purchases (categorizing and archiving in HFH).
• Oversee budget management across all the design teams, with a strong focus on day-to-day cost control. 
• Coordinate archive loans from established PD vendors in Italy, including organizing shipments, handling paperwork, tracking movement within the business, and ensuring timely returns to avoid inflated rental fees.
• Provide daily operational oversight of the studio, liaising with teams such as WPS (product movement, furniture assembly, equipment setup and removal) and IT (supporting designers with tickets, equipment, access, and permissions).
• Manage new starter packs which includes to act as the main point of contact for new joiners, coordinating building access and IT equipment ahead of their arrival. Deliver a structured onboarding experience, including a welcome guide, explanation of guidelines and a full building tour.
• T&E budget manager for the Design Studio, approving travel costs and tracking team expenditures. Partnering with Finance to track budgets through the financial year.
• Support freelancer job postings and onboarding, including contract extensions, tax assessments, and weekly timesheet approvals.
• Provide managerial support to SVP, including setup of layouts, logistic coordination of meetings and workspaces, and ensuring smooth operational flow for senior leadership.
• Collaborate closely with Production during show and lookbook preparation, including hiring furniture, booking and managing crew, organizing catering for all involved teams, supporting event production with backstage lists and show day activities, and managing dressers for styling week.
• Manage daily space setups for the design floor, including Creative Director meetings and design activities.
• Support digital operations and the Studio Manager in bookings to increase operational efficiency, especially in alignment with Creative Director meetings and design workflow. 
• Take responsibility for all administrative tasks related to these duties.
• Travel in UK or abroad where necessary for the business.

EXPERIENCE
• Proven experience in a design/creative environment
• Demonstrated expertise in proactive budget monitoring in a fast-paced design and creative setting
• Degree in marketing/fashion/design or other relevant creative subject
• Ability to prioritize multiple task in a fast-paced environment