American Design Associates is a leading provider of commercial furniture solutions specializing in corporate, educational, government, hospitality, and healthcare environments. We are seeking an experienced Administrative Specialist to provide direct support to the Company President and oversee executive-level client accounts from quoting through completion.
This is a full-time, in-office position for a highly organized, detail-oriented professional with commercial furniture industry experience and a passion for delivering exceptional client service.
Key Responsibilities
Executive Account Management
- Manage and support a portfolio of executive-level client accounts under the direction of the Company President.
- Serve as a point of contact to ensure seamless communication and exceptional client satisfaction throughout each project.
Project Coordination & Design Support
- Collaborate with the design team to ensure all client requirements are accurately reflected in project drawings and layouts.
- Communicate revisions and adjustments to design staff as needed.
- Obtain and maintain written client approval for all layouts prior to order placement.
Quoting, Bidding & Pricing
- Prepare project quotes, bids, and proposals for review by the President.
- Secure pricing from manufacturers, installers, and subcontractors.
- Assist in project pricing and prepare detailed client quotations for approval.
Order Management & Customer Service
- Ensure orders are entered accurately and delivered according to project timelines.
- Monitor product status and proactively address issues related to delays, damages, shortages, or manufacturer concerns.
- Communicate updates and resolutions to clients in a timely and professional manner.
Operations & Installation Support
- Partner with Operations and Project Management teams to verify products are received, inspected, and ready for installation.
- Ensure project requirements, schedules, site regulations, and client expectations are communicated clearly to all stakeholders.
- Participate in project planning meetings to facilitate successful installations.
Subcontractor Coordination
- Obtain and evaluate subcontractor proposals to ensure accurate project pricing.
- Collect and maintain required documentation, including insurance certificates and compliance paperwork.
- Coordinate with Project Management to communicate project details and requirements.
Post-Installation Follow-Up
- Conduct client follow-up to ensure complete satisfaction with project delivery and installation.
- Coordinate resolution of punch list items, warranty claims, manufacturer replacements, and RMAs.
- Ensure all post-installation issues are tracked and resolved promptly.
Qualifications
Required
- MUST HAVE EXPERIENCE AS A CLIENT/ADMINISTRATIVE SUPPORT SPECIALIST AT A COMMERCIAL FURNITURE DEALERSHIP WITH AT LEAST 3 YEARS EXPERINCE.
- Exceptional organizational and multitasking skills with strong attention to detail.
- Ability to manage multiple projects and deadlines in a fast-paced environment.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Ability to commute to Towson, MD 21286 (Required)
Preferred
- Experience with Team Design and Trello.
- Familiarity with commercial furniture manufacturers, project management processes, and installation coordination.
What We're Looking For
- The ideal candidate is proactive, highly organized, customer-focused, and capable of supporting executive-level accounts. This individual will play a critical role in ensuring projects are delivered accurately, on time, and to the highest standards of client satisfaction.
Benefits
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Job Type: Full-time
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Microsoft Office: 2 years (Required)
- commercial furniture with a dealership: 2 years (Required)
Ability to Commute:
- Towson, MD 21286 (Required)
Work Location: In person
