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The Vice President of Operations (VP of Operations) is a senior leadership role responsible for overseeing and optimizing the firm’s day-to-day business operations. This individual partners closely with the President/Owner to translate vision and strategy into efficient systems, scalable processes, and strong financial and operational performance. The VP of Operations ensures that projects, people, and resources are aligned to support high-quality design delivery, exceptional client experience, and sustainable growth. This role serves as the operational backbone of the firm, allowing design leadership to focus on creative excellence and client relationships.
Job Responsibility:
Serve as a trusted advisor to the President/Owner on operational strategy, firm performance, and growth planning
Translate firm vision and business goals into actionable operational plans
Participate in leadership team decision-making related to growth, staffing, investments, and risk management
Lead firm-wide initiatives to improve efficiency, profitability, and scalability
Oversee daily operations across design, architecture, project management, and administrative functions
Develop, implement, and refine workflows, standards, and best practices across the firm
Ensure consistency in project execution while supporting flexibility required for creative work
Identify operational bottlenecks and implement solutions to improve delivery and performance
Partner with finance/accounting to oversee budgeting, forecasting, and financial reporting
Oversee project financial controls, including fee structures, billing, and cost management
Support pricing strategies and contract review to ensure financial sustainability
Ensure effective resource planning and staff allocation across projects
Collaborate with studio and project leaders to balance workloads and deadlines
Support project managers in maintaining schedules, budgets, and client expectations
Oversee systems for tracking project performance and reporting
Lead operational aspects of HR, including staffing plans, performance management, and policies
Foster a collaborative, accountable, and inclusive firm culture
Support leadership development and career growth pathways for staff
Ensure compliance with employment laws, workplace policies, and firm standards
Oversee firm systems including project management, time tracking, financial, and CRM tools
Evaluate and implement new technologies to support efficiency and scalability
Ensure smooth onboarding and training related to operational systems
Manage vendor relationships related to operations, IT, and facilities
Oversee operational risk management, including contracts, insurance, and regulatory compliance
Ensure adherence to architectural and design industry standards and best practices
Establish policies and procedures that protect the firm legally and financially
Requirements:
10+ years of experience in operations leadership
Proven experience managing operations for a small to mid-sized firm
Strong financial acumen, including budgeting, forecasting, and project profitability
Experience leading teams and cross-functional collaboration
Excellent organizational, communication, and problem-solving skills
Nice to have:
Experience in architecture, interior design, or related creative professional services
Familiarity with project-based business models and billable utilization metrics