Position Summary
The Project & Office Coordinator supports the firm’s purchasing, billing, financial administration, project coordination, and day-to-day studio operations. This detail-oriented role works closely with the design team, Business Director, vendors, freight partners, warehouse, and bookkeeper to keep projects and business operations accurate, organized, and on schedule.
Key Responsibilities
- Work with the design team to request and organize vendor quotes, pricing, samples, drawings for approval, and other documentation, while providing administrative support throughout each project.
- Assist in establishing project timelines and ensure milestones are being met.
- Prepare client proposals, time-billing invoices, and vendor purchase orders; maintain accurate financial, procurement, and project records in Studio Designer.
- Process vendor and office payments, serve as a point of contact for accounts payable and receivable, and assist with bank and credit-card reconciliations and discrepancy research.
- Review vendor acknowledgements for pricing, quantities, specifications, and lead times.
- Coordinate with vendors, manufacturer representatives, freight partners, warehouse, and the design team regarding order status, incoming shipments, inventory, and installations.
- Prepare weekly and monthly financial and project management reports for the Business Director and Principal.
- Manage office, Principal, and PR calendars; order supplies; coordinate team events; and provide general administrative support.
- Improve internal systems through project-management tracking, process mapping, and development of operational resources.
- Assist the Business Director and Principal with business-development materials, product development, and additional business ventures as needed.
Qualifications
- Strong attention to detail, organization, follow-through, and communication skills.
- Ability to manage multiple priorities independently and collaboratively in a fast-paced environment.
- Proficiency with Microsoft Excel and working knowledge of Studio Designer.
- 2+ years of bookkeeping, purchasing, or operations experience in the interior design industry.
- Ability to understand financial information and resolve discrepancies accurately.
- Resourceful, solutions-oriented approach to problem-solving and process improvement.
- Working Knowledge of the high-end interior design process.
Pay: $50,000.00 - $100,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
