Office Manager / Project CoordinatorPosition Overview
We are a custom cabinet shop seeking a proactive, organized, and detail-oriented Office Manager / Project Coordinator to help manage projects from start to finish. This role is intended for someone who can take ownership of the job flow, keep projects moving, communicate clearly with clients and trade partners, and help reduce the day-to-day coordination burden on the owner.
The ideal candidate will be involved throughout the full project lifecycle, including reviewing plans, preparing bids, coordinating site measurements, communicating with clients, organizing project milestones, coordinating with finishers and installers, tracking punch lists, and helping ensure each job is completed professionally and efficiently.
This position requires a strong communicator who is comfortable working directly with clients, designers, contractors, vendors, finishers, installers, and internal team members. The right person will be able to anticipate needs, follow up consistently, and help create smoother systems so projects do not rely solely on the owner to keep everything on track.
Key ResponsibilitiesProject Coordination from Start to Finish
Manage and support projects through each phase, including estimating, site measurement, design coordination, production, finishing, installation, punch list, and final closeout.
Track project schedules, key milestones, approvals, outstanding decisions, and next steps to ensure jobs continue moving forward.
Coordinate between clients, designers, contractors, finishers, installers, vendors, and internal shop staff to keep everyone aligned.
Maintain organized job files, including plans, drawings, selections, finish information, change orders, emails, site notes, and punch list items.
Client Communication
Serve as a primary point of contact for clients during the project process.
Communicate directly with clients regarding project milestones, schedule updates, approvals, finish selections, installation timing, and punch list items.
Follow up with clients as needed to obtain decisions, approvals, payments, or missing information.
Provide professional, timely, and clear communication to help ensure clients feel informed and supported throughout the project.
Plans, Bidding, and Pre-Production Support
Review job plans, specifications, blueprints, and design documents to assist with bid preparation and project setup.
Help prepare accurate bids, proposals, and project scopes based on drawings and client needs.
Identify missing information, unclear details, or potential issues early in the process and help resolve them before production or installation.
Assist with coordinating field measurements and confirming site conditions prior to final drawings or fabrication.
Cabinet Design and Drawing Support
Use cabinet design software to create or assist with detailed cabinet layouts based on client specifications, field measurements, and approved plans.
Coordinate drawing revisions, client approvals, and internal handoffs so the shop has the information needed to build accurately.
Help ensure final drawings reflect approved materials, finishes, appliances, hardware, accessories, and site conditions.
Client, Finisher, and Installer Coordination
Coordinate with finishers regarding finish schedules, color samples, approved finishes, delivery timelines, and project priorities.
Coordinate with installers regarding jobsite readiness, installation schedules, missing items, field issues, and punch list completion.
Track outstanding parts, repairs, replacements, or follow-up work needed after installation.
Punch List and Closeout
Create, organize, and manage project punch lists after installation.
Communicate with clients, installers, and internal team members to make sure punch list items are clearly documented and completed.
Follow up until all final items are resolved and the project can be professionally closed out.
Assist with final documentation, closeout notes, and owner updates.
Owner and Operations Support
Help identify areas where the company can improve its systems, communication, documentation, and workflow.
Take initiative to fill gaps, solve problems, and prevent issues from falling through the cracks.
Help reduce the owner’s involvement in routine follow-up, scheduling, client communication, and project tracking.
Assist with general office duties, including email management, filing, data entry, organizing job files, tracking project information, and supporting daily shop operations.
Qualifications
Proven experience in office management, project coordination, construction administration, design coordination, or a similar role.
Strong organizational skills and the ability to manage multiple projects, deadlines, and details at the same time.
Excellent written and verbal communication skills.
Comfortable communicating directly with clients, vendors, subcontractors, installers, designers, and internal team members.
Ability to take initiative, work independently, and follow through without constant direction.
Strong attention to detail and a proactive approach to problem-solving.
Valid driver’s license and reliable transportation for site visits and field measurements.
Preferred Qualifications
Experience in construction, custom cabinetry, millwork, woodworking, interior design, or a related trade.
Ability to read blueprints, architectural plans, cabinet drawings, and technical details.
Experience with cabinet design software, CAD software, or a willingness to learn.
Basic understanding of cabinetry materials, finishes, hardware, installation, and construction processes.
Experience coordinating schedules, vendors, subcontractors, or client-facing project milestones.
Ideal Candidate
The ideal candidate is someone who is dependable, organized, and comfortable taking ownership of a project. They are not just an office administrator; they are a key part of making sure jobs move from estimate to completion with fewer delays, fewer missed details, and better communication.
This person should be able to see what needs to be done, follow up before being asked, and help create a smoother experience for the client, the shop, the installers, and the owner.
Job Type: Full-time
Pay: $27.00 - $32.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Work Location: In person
