Admin Support for Boutique Graphic Design Studio

We’re a collaborative, supportive, and faith-centered boutique Design House and are looking for a highly organized and detail-oriented Admin / Design House Support to help the operational and administrative flow of our studio.

This role is essential in keeping our systems accurate, our leads properly tracked, and our internal processes running smoothly across Dubsado, Teamwork, and Slack. You will work closely with the Client Care and Design teams to ensure all stages of the client journey are well-organized—from lead inquiry to onboarding and production.

Lead & CRM Management
- Update and organize lead statuses within Dubsado and Teamwork (Lead ? Proposal ? Onboarding ? Active Client)
- Monitor inquiries, emails, and unresponsive leads and flag for weekly follow-up
- Ensure discovery calls are scheduled and follow up on unscheduled leads within 2 days
- Manage calendars for discovery calls and client meetings
- Send call reminders (1 week and 3 days before scheduled calls)
- Flag stalled leads for leadership review at weekly check-in

Communication & Client Experience
- Create and maintain email sequences/templates (discovery ? post discovery call ? proposal ? onboarding ? project start ? project close)
- Establish lead follow-up cadence (if no response in X days, send reminder)
- Create client communication templates for common scenarios (timeline updates, revision requests, file delivery, project closeout)
- Track open emails from leads and flag for response
- Flag open emails for leadership review (eventually moving to responding independently as competency grows)
- Track and send client testimonials/feedback requests post project completion

Dubsado & Forms Administration
- Set up and manage forms (proposals, contracts, onboarding forms)
- Support proposal email drafting using templates
- Ensure CRM records are accurate and up to date
- Track contract signature status and maintain signed contract filing system
- Generate and send invoices on schedule
- Send payment reminders and track unpaid invoices
- Report on unpaid invoice status to Project Manager weekly/as needed

System & Internal Organization
- Maintain Slack channel organization and documentation
- Conduct regular audits of CRM data accuracy
- Keep Dubsado and Teamwork data clean and current
- Flag any missing information or process breakdowns to leadership

Who this is for:
- Someone who loves systems and accuracy and sees them as the foundation that lets creative work thrive. You take pride in knowing nothing falls through the cracks.
- You're self-directed and proactive. You see gaps and fill them without waiting to be asked. You're comfortable working in a small team where you wear multiple hats.
- You care about mission-driven work and understand that our company exists to serve mission-driven creators. You want to work for a faith-rooted Christian business that has purpose beyond profit.
- You see this as a growth and stewardship opportunity. You want to learn more about the company, understand how the studio works, and take on more responsibility over time as you grow.
- You're a clear, reliable communicator who can own your work and follow through on commitments. People can count on you.

Who This Is NOT For:
- You need constant direction or prefer an environment where tasks are handed to you and you execute without thinking.
- You see admin work as "just data entry" or as a stepping stone to something more important. We need someone who understands operations are very important work and a vital part of the way the business flows :)
- You struggle with follow-through, deadlines feel like suggestions, or you frequently miss details. Accuracy and reliability are non-negotiable.
- You're uncomfortable learning new tools and system. We use multiple platforms and things will change as we grow.

Skills:.
- Organized and systematic: You can manage multiple systems and priorities without things falling through the cracks.
- Clear communicator: You write well and communicate clearly in emails, Slack, and conversations. Pride yourself on over-communication
- Exceptional attention to detail: You catch errors others miss. Accuracy is highly important to you
- Reliable and dependable: People can count on you. You follow through on commitments.
- Proactive problem-solver: You don't just report problems, you think about solutions and anticipate needs.
- Self-starter and self-directed: You work independently and take ownership of your work.
- Collaborative and mission-aligned: You work well with a small team and care about serving mission-driven creators.
- A positive, optimistic attitude

WORK HOURS:
This is a remote, part-time contractor position with flexible scheduling, although work hours should generally align with Eastern time zones. The team works synchronously between 9-11am ET on weekdays, as well as in our bi-weekly Friday meetings from 10:30am-12:00pm ET.

The role averages around 15-20 hours per week, though workload may vary depending on active leads and projects.

HOW TO APPLY:

If you’re excited about the opportunity to contribute to meaningful projects and thrive in a detail-oriented Admin role, we’d love to hear from you!

Submit your resume, any relevant work samples, and a short introduction explaining:
• Why you’re interested in this position.
• How your skills align with the responsibilities listed.
• Any relevant experience with tools mentioned or similar tasks.

Looking forward to hearing from you!