Company Description
The Invisible Collection is a curated platform showcasing the work of the most iconic names in French and international interior design and architecture. For the first time, rare and unique furniture pieces, previously accessible only to design professionals and elite clientele, are available for purchase by a global audience. offers clients an unparalleled opportunity to own bespoke, timeless designs that embody exceptional craftsmanship and luxury.
Role Description
The Operations Coordinator plays a key role in the smooth day-to-day running of our London showroom with primary responsibility for sample and stock logistics, in close collaboration with our New York team. This role is central to delivering an excellent client experience by ensuring inventory accuracy, seamless shipments and responsive, reliable support for our stakeholders - both internal and external You'll work at the heart of our operations, bringing structure, attention to details and adaptability to a fast-paced, design-led environment.
Key Responsibilities:
Samples Library Management:
· Maintain and organise our extensive samples library and stockroom to ensure an orderly, accessible, and efficient workspace.
· Accurately manage inventory using our Inventory Management System (IMS), proactively tracking
sample location, condition, and movements.
· Collaborate with logistics teams across global showrooms (currently Paris, Los Angeles, New York) to ensure consistency and accuracy in stock records.
Admin & logistics coordination:
· Manage the receiving, checking and preparation of stock orders at our London showroom.
· Manage the receiving of stock orders at our New York showroom, liaising closely with your New York colleagues to ensure timely despatch.
· Liaise with international shippers and suppliers to ensure cost-effective, secure and timely deliveries.
· Monitor all incoming and outgoing shipments, proactively following up where necessary, to ensure accurate, traceable and on-time delivery.
· Review, maintain and improve operational and administrative processes to to support an efficient and well-run samples operation
Courier Coordination:
· Act as the primary contact for courier services, managing bookings, tracking shipments, and resolving any delivery issues efficiently and professionally.
Sample Documentation:
· Photograph, label, and document all samples to ensure clear identification and accurate records.
· Ensure full compliance with customs and shipping documentation requirements.
Stakeholder Communication:
· Communicate daily with internal teams, clients, and designers to fulfil sample requests promptly and accurately.
· Build strong relationships with stakeholders by providing regular updates on sample availability, shipment status, and delivery timelines, managing issues through to resolution.
Skills & Experience
· Minimum 1 year of experience in an administrative or operations role, ideally within the luxury, design, or fashion sectors.
· Proficient in inventory management systems and standard office software (Microsoft Office, Google Workspace, etc.), experience with Airtable is a plus.
Key Attributes:
· Customer-first mindset with a proactive, can-do attitude and a commitment to delivering excellent service.
· Strategic and forward-thinking with the ability to anticipate operational needs and challenges.
· Strong problem-solving skills and adaptability in a fast-paced environment.
· Collaborative team player who thrives in cross-functional environments.
· Excellent organisational and time-management skills.
· Fluent in written & spoken English, French is a plus.
This Job description accurately reflects the needs of the role, however it is not an exhaustive list and employees will be required to have a flexible approach towards the role in accordance with differing needs of the business.
The Invisible Collection is an equal opportunities employer and no terminology in this advert is designed to discriminate on grounds of gender, race, colour, religion, creed, disability, age, sex or sexual orientation or any other class protected by applicable law.
For information on how The Invisible Collection manages and processes your personal information please see our privacy notice at
How to Apply:
Please send your CV and Cover Letter to