Studio Librarian

Summary of Position

The Resource Librarian oversees the scheduling, coordination and facilitation of Studio-wide vendor presentations; sources, updates, and manages digital and physical vendor resources; and establishes and maintains contacts with vendors, showrooms, and galleries. The Resource Librarian oversees the management of the Materials Library and supports the work of the Studio.

DEPARTMENT:

Library Operations

PRINCIPAL RELATIONSHIPS:

  • Reports to: Studio Directors/ Sr. Designers
  • Collaborates with: Residential Studio, Hospitality Studio, Office Operations

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

  1. Vendor Management: The Resource Librarian oversees the scheduling, coordination and facilitation of Studio-wide vendor presentations; sources, updates, and manages digital and physical vendor resources; and establishes and maintains contacts with vendors, showrooms, and galleries. Responsibilities include, but are not limited to:
    • Establish and maintain vendor relationships and up-to-date contacts.
    • Organize and schedule new vendor presentations and routine vendor updates
    • Create workflows and file structures for vendor resources Update vendor information across multiple platforms such as Studio Designer, Spexx, Canto, and/or Outlook
    • Update and maintain the digital and physical catalog library
    • Share vendor resources with the Studio
    • Represent the company and brand
  2. Materials and Resource Library: The Resource Librarian oversees the management of the Materials Library and supports the work of the Studio. Responsibilities include, but are not limited to:
    • Manage the overall general maintenance, organization, receiving and returning. and updating of the materials in the library (including: fabrics, wood, stone, wall coverings, paint, hardware, finishes, rugs and carpets, mock ups, and/or other architectural element samples).
    • Oversee and manage interns for maintenance, general upkeep, and organization of physical library
    • Source materials for the library and assist with sourcing and procurement of materials samples for current projects
    • Assist design teams with sourcing of textiles, furniture, accessories, and art for current projects when necessary
    • Order new samples and return samples to vendors as well as assembling material boards and binders for internal and client-facing presentations
    • Ensure all samples and catalogs from manufacturers, vendors, showrooms and galleries remain current; input new resources into resource databases
    • Identify new vendors and resources, and share new product information with Studio; arrange for representatives to visit when appropriate
    • Explores, develops, and implements evidence-based best practices
    • Create and/or maintain systems for effective material organization for Designers and general upkeep
    • Be the primary resource for administering project archiving standards throughout the project lifecycle (digital and physical clean up and archiving), mentoring project staff on protocols for proper digital and physical lifecycle management
    • Assist with information search requests for design team members
    • Collaborate with the Program Managers and Operations Manager to manage season interns

QUALIFICATIONS AND COMPETENCIES:

Qualifications

Required:

  • A passion for finishes, fabrics, products and an eye for design
  • Proficient with Microsoft Office and Data Management Software
  • Ability to create and manage spreadsheets and custom database solutions
  • Extreme Organization Skills: Will be receiving direction and requests from multiple staff during any given day/week. Organizational ability is needed to keep accurate information and prioritize tasks. Ability to manage time efficiently
  • Communication Skills: Excellent listening, written, and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating to all stakeholders are at the heart of the role. Time will be spent coordinating and networking with industry reps through phone-based, email-based, and face-to-face communication. Ability to build good relationships at all levels, internally and externally
  • Proactive Approach: Ability to take initiative in response to instruction and be proactive in their approach to work; the position is often self-managed with little supervision
  • Initiative, attention to details and follow-through are key factors
  • Ability to regularly lift and/or move up to 50lbs of materials

Preferred:

  • Proficient with StudioDesigner, SPEXX
  • Knowledge of trade resources and vendors.
  • Knowledge of design and architecture materials, furniture, and applications for commercial interior design and architecture is preferred
  • Knowledge of library management, archiving skills, and/or library science

Minimum Competencies

  • Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion and tact.
  • Self-starter with strong independent judgment, discretion and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure.
  • Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment.
  • Meticulous attention to detail and ability to master new tasks quickly.
  • Excellent communications skills, including the ability to write and edit polished communications
  • Model professional presentation/behavior, exercising discretion and confidentiality.
  • Ability to work in a multicultural environment with a diverse staff and clientele.

PHYSICAL REQUIREMENTS OF THE POSITION

  • This position will be working in a typical office setting, with no extremes in temperature or lighting
  • Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodations needed should be discussed prior to the onset of employment and/or the interview process.
  • Applicants should be able to lift and/or move up to 50lbs of materials

This position is full time, and with full Healthcare Coverage, 401(k) Safe Harbor Matching, Pre-Tax Flexible Spending Account, Commuter Benefits, 529 College Pre-Tax Plan, and generous PTO

To apply for this position, please email careers@nicolehollis.com with your resume, cover letter and portfolio or work samples.

Status and Position Information
Department/Program: Library Operations
Supervisor/Reports to: Studio Directors
Classifications: Full time exempt
Location: SF office
Date Written/Revised: 8.18.2021

Disclaimer
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the employees assigned to this job.

NICOLEHOLLIS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender identity, gender expression, sexual orientation, age, national origin or disabilities. Services are available upon request to individuals with disabilities; please let us know if you need accommodations for the interview process.