Studio & Project Manager Milan

Apartamento Studios is seeking an experienced Studio & Project Manager to support the day-to-day running of our new Milan office and coordinate creative projects from initial brief through to delivery.

Working closely with the Partners and the team, you will bring structure to the studio’s daily operations while keeping projects, budgets, and schedules on track. The role combines studio management, project coordination, and financial administration, with regular contact with clients, collaborators, and suppliers.

We are looking for someone highly organized, proactive, and comfortable balancing practical responsibilities with the demands of a creative studio.

Responsibilities

• Studio operations
• Oversee the Milan office’s day-to-day operations, maintaining clear systems and practical working processes.
• Manage office supplies, equipment, service providers, deliveries, and general upkeep, ensuring a welcoming and well-organized workspace.
• Coordinate shared calendars, holiday schedules, and internal communication.
• Help build a positive studio culture through thoughtful onboarding, team activities, and everyday support.

Project management

• Work closely with the Partners and the team to coordinate creative projects from briefing and planning through production and delivery.
• Develop and maintain project schedules, track deliverables, and coordinate resources across the internal team and external collaborators.
• Maintain clear communication with clients and partners, keeping everyone informed of progress, deadlines, and next steps.
• Monitor project scope and flag changes, delays, or resource needs early, helping the team agree on practical solutions.
• Coordinate production and timelines, including supplier quotations, schedules, deliveries, and on-site requirements.
• Track project performance and help improve workflows, reporting, and delivery processes.

Finance and business support

• Support budget preparation, track project costs, and keep project budgets and expense records up to date.
• Prepare outgoing invoices, process incoming invoices and receipts, and coordinate with the external accountant.
• Monitor invoicing and payment schedules, following up with clients and suppliers as needed.
• Assist with proposals, new business correspondence, contracts, and related documentation.
• Maintain supplier and collaborator records, including agreed fees, contracts, and payment terms.

Skills and experience

• At least 3–4 years of relevant experience in studio management, creative project management, or a comparable role, ideally within a creative agency or design studio.
• Fluency in Italian and English, both written and spoken.
• A strong understanding of creative processes and production workflows, with experience coordinating projects across design, branding, advertising, or related fields.
• Excellent organizational skills and attention to detail, with the ability to manage several projects and priorities at once.
• Confidence working with budgets, invoices, expense tracking, and basic financial reporting.
• Clear, professional communication and the ability to build good working relationships with clients, colleagues, and external partners.
• Proficiency in Microsoft 365, Google Workspace, and Apple iWork, including Keynote, Pages, and Numbers.
• A practical, resourceful approach, sound judgment, and discretion when handling confidential information.
• An interest in design, publishing, and contemporary culture, and enthusiasm for working as part of a creative team.