Studio Operations Coordinator Job at O'Hara Interiors in Minneapolis

Studio Operations Coordinator (Part-Time, On-Site)

Location: Minneapolis, MN

Schedule: Part-time, approximately 24 hours per week (Monday–Thursday, ~6 hours per day)

About the Role

We are seeking a seasoned Administrative Coordinator to serve as a steady, independent operational presence in our Minneapolis studio. This role is designed for someone with strong judgment, confidence operating with minimal oversight, and the ability to manage ambiguity in a fast-moving, creative environment. The Administrative Coordinator plays a key role in ensuring the day-to-day stability of the studio, absorbing operational issues before they reach leadership, and keeping systems, facilities, and shared workflows running smoothly.

This is not an entry-level administrative role, and it is not a full Office Manager position. The right candidate brings experience, composure, and sound decision‑making and is comfortable taking ownership of how work gets done without needing daily direction.

Core Responsibilities

Studio & Facilities Operations (Primary Focus)

• Serve as a consistent, onsite operational presence in the Minneapolis studio.
• Ensure the studio is organized, functional, and professionally presented on a daily basis.
• Monitor the overall condition and rhythm of the studio and proactively address issues as they arise.
• Prepare the studio for internal meetings, vendor presentations, and team gatherings.
• Act as the primary onsite point of contact for building maintenance, service providers, and access coordination.
• Identify facilities‑related issues, determine appropriate next steps, and move solutions forward independently, escalating only when needed.

Operational Judgment & Coordination

• Independently manage daily and weekly priorities based on studio and team needs.
• Exercise judgment in determining what requires immediate action versus what can be addressed over time.
• Resolve routine operational issues without leadership involvement and surface only exceptions or high‑impact matters.
• Present leadership with proposed solutions when approvals are required, rather than open‑ended problems.
• Provide operational continuity that minimizes disruption to design, fulfillment, and leadership teams.

Technology & Systems Coordination (Escalation‑Oriented)

• Serve as the onsite escalation point when technology or systems issues are not resolved through standard third‑party IT support.
• Coordinate with external IT providers and software vendors to ensure issues reach resolution.
• Step in when issues fall outside the scope of third‑party support, such as connectivity interruptions or vendor‑specific software issues.
• Support physical workstation setup for new hires (monitors, peripherals, equipment).
• Maintain basic internal records related to devices and equipment.

Administrative & Front‑of‑House Coordination

• Coordinate closely with the Front Desk Coordinator to ensure front‑of‑house operations and shared administrative workflows run smoothly.
• Support preparation of internal materials, scanning, printing, and organization as needed.
• Assist with studio support for events, photo shoots, and special projects as time allows.

What This Role Is Not

To maintain clarity and alignment, this position does not include:

• Formal people management or HR responsibilities
• Payroll, benefits administration, or financial approvals
• Vendor negotiation or contract strategy

Qualifications

• Prior experience in administrative, operations, executive support, or facilities coordination roles
• Comfortable operating independently with minimal day‑to‑day supervision
• Strong judgment and ability to navigate ambiguity
• Calm, professional demeanor and confidence interacting with vendors and internal teams
• Highly organized with strong follow‑through
• Proficiency with Microsoft 365 tools (Outlook, Teams, OneDrive)