Job Description – dual role of Executive Assistant and Project Manager
The Design & Procurement Project Manager is responsible for leading the planning, coordination, procurement, and implementation of design-related project activities from concept through final occupancy. This position oversees the design process, furniture, fixtures and equipment (FF&E), finish selections, procurement, budgeting, scheduling, contract administration, vendor coordination, and project documentation while serving as a primary liaison between clients, architects, consultants, contractors, manufacturers, and internal project teams.
In addition to managing project execution, this position serves as a trusted strategic partner to the Principal Project Manager by supporting executive-level planning, prioritization, communications, decision-making, and operational coordination. The role requires sound judgment, discretion, and the ability to anticipate project and organizational needs while independently managing multiple priorities in a fast-paced environment.
The Design & Procurement Project Manager is expected to take ownership of assigned projects from concept through completion, proactively identify and resolve issues, and maintain exceptional organization, communication, and follow-through. This position plays a critical role in ensuring projects are delivered on schedule, within budget, and consistent with the company’s commitment to quality, professionalism, and outstanding client service.
The Executive Strategic Assistant, willProvide high-level administrative and operational support to the Principal Project Manager, including assisting with project prioritization, scheduling, client communications, meeting preparation, strategic planning, and coordination of company initiatives. Anticipate operational needs, manage sensitive and confidential information with discretion, and support leadership in maintaining efficient day-to-day business operations.
Responsibilities include:
- Assist with executive calendars and scheduling as needed.
- Coordinate internal and external meetings, agendas, and follow-up action items.
- Prepare reports, presentations, and correspondence on behalf of leadership.
- Assist with strategic planning, workflow management, and project prioritization.
- Maintain confidential business and project information with professionalism and discretion.
- Track action items and ensure timely completion of leadership priorities.
- Support special projects and company initiatives as assigned.
Reports To
Principal Project Manager
Location
Hybrid – Whitefish, Montana
This position operates on a hybrid schedule consisting of approximately one to two days per week in the Whitefish office, with the remainder of the work performed remotely.
Periodic travel is expected for client meetings, project coordination, design reviews, vendor visits, procurement activities, furniture installations, site inspections, project closeout, and occupancy support. Occasional overnight travel may be required.
Required Qualifications
Experience
Minimum of 7–10 years of experience in commercial interior design, FF&E management, procurement, project management, construction management, owner's representation, or a related field. Experience managing projects from programming through occupancy is preferred.
Strong experience coordinating multiple concurrent projects while balancing budgets, schedules, procurement activities, and client expectations.
Must demonstrate exceptional ownership and follow-through.
Technical Skills
Experience with Microsoft Office Suite including Word, Excel, Outlook and Teams.
Experience with Buildertrend, Procore, Bluebeam Revu or similar project management software is preferred.
Working knowledge of AutoCAD, Revit, SketchUp, Figma, Adobe Creative Suite, or similar design software is desirable.
Ability to prepare specifications, procurement documents, budgets, schedules, Requests for Proposal (RFPs), contracts, and project reports.
Communication
Excellent verbal and written communication skills with the ability to effectively interact with clients, consultants, architects, designers, contractors, vendors, manufacturers, and internal team members.
Must be able to communicate professionally in person, by telephone, video conference, and email while maintaining responsiveness and professionalism.
Time Management
Exceptional time management skills with the ability to prioritize multiple projects, manage competing deadlines, and adapt to changing priorities while maintaining quality, responsiveness, and organization.
Organization
Exceptional organizational skills with the ability to maintain detailed project documentation including budgets, specifications, procurement logs, contracts, schedules, meeting minutes, submittals, purchase orders, warranties, and closeout documentation.
Attention to Detail
Ability to manage numerous project components simultaneously while maintaining a high level of accuracy and ensuring nothing is overlooked throughout the project lifecycle.
Problem Solving
Ability to identify project risks early, evaluate alternatives, develop practical solutions, and follow through until issues have been successfully resolved.
Accountability
Takes ownership of assigned responsibilities, follows through on commitments, communicates proactively, and consistently delivers work that reflects company standards for professionalism and quality.
Collaboration
Demonstrates professionalism and respect while working collaboratively with clients, consultants, contractors, manufacturers, suppliers, and fellow team members.
Self-Management
Must be capable of working independently within a hybrid work environment while maintaining productivity, accountability, responsiveness, and consistent communication with company leadership.
Transportation
Must have reliable transportation for travel to project sites, client meetings, vendor facilities, design showrooms, and installation locations.
Physical Requirements
Must be capable of periodically visiting construction sites, warehouses, vendor facilities, and completed projects.
Ability to walk active project sites, climb stairs, lift materials weighing up to 25 pounds, and perform visual inspections of installations and finished work.
Licenses
Valid Driver's License required.
Preferred Qualifications
- Experience managing commercial FF&E projects from concept through occupancy.
- Experience within hospitality, healthcare, education, multifamily, or commercial construction.
- Familiarity with procurement software and ERP systems.
- LEED Accredited Professional, NCIDQ, PMP, or similar professional certifications are preferred but not required.
Key Responsibilities
(LEAD) Operational Leadership
- Collaborate with company leadership to establish project priorities, implementation strategies, procurement plans, and design objectives.
- Support project development from programming through construction documentation.
- Evaluate project risks and recommend practical solutions.
- Assist in developing company standards and best practices for design and procurement.
(LEAD) Project Management
- Lead all FF&E, interior finishes and procurement activities from concept through occupancy.
- Develop and maintain project schedules and milestones.
- Coordinate architects, designers, engineers, consultants, contractors, manufacturers, and vendors.
- Monitor project progress and proactively address scheduling or procurement challenges.
(LEAD) Procurement & Vendor Management
- Develop project specifications and procurement packages.
- Prepare Requests for Proposal (RFPs).
- Solicit pricing and evaluate vendor proposals.
- Negotiate contracts and pricing with vendors and manufacturers.
- Coordinate purchasing, production schedules, shipping, delivery, installation, and warranty documentation.
- Maintain strong relationships with suppliers and consultants.
(LEAD) Budget Management
- Develop and maintain project budgets.
- Monitor expenditures and procurement costs.
- Review invoices and reconcile project budgets.
- Identify opportunities for cost savings while maintaining quality and project objectives.
(LEAD) Contract Administration
- Prepare, review, negotiate, and administer contracts with vendors, consultants, suppliers, and subcontractors.
- Coordinate contract amendments, renewals, change orders, and supporting documentation.
- Maintain complete and organized contract records throughout each project.
(LEAD) Scheduling & Coordination
- Develop procurement schedules that align with construction activities.
- Track long-lead materials and critical project milestones.
- Coordinate deliveries, installations, occupancy activities, and project closeout.
- Communicate schedule updates to project stakeholders.
- Develop meeting agendas and track meeting action items. Follow up and ensure action items are completed by all
(LEAD) Documentation & Quality Assurance
- Maintain organized project documentation including specifications, procurement logs, contracts, budgets, meeting minutes, submittals, warranties, installation reports, and closeout documentation.
- Conduct periodic inspections to verify quality and compliance with project requirements.
- Coordinate punch list completion and warranty follow-up.
(SUPPORT) Client & Stakeholder Coordination
- Serve as the primary point of contact for design and procurement activities.
- Facilitate communication between clients, architects, consultants, contractors, vendors, and internal project teams.
- Present project updates and support client decision-making throughout project execution.
(SUPPORT) Process Improvement
- Continuously evaluate company procedures and recommend improvements that enhance efficiency, communication, documentation, procurement, and project delivery.
- Assist in developing standardized templates, workflows, and best practices.
Other Responsibilities
(LEAD) Procurement Planning
Develop procurement strategies that align project schedules, budgets, and client objectives.
(SUPPORT) Team Development
Support onboarding and mentoring of new team members while promoting collaboration and knowledge sharing.
(SUPPORT) Documentation
Maintain organized electronic and physical project files in accordance with company standards.
(SUPPORT) Problem Resolution
Identify issues early and work collaboratively with project teams to develop practical, timely solutions.
(SUPPORT) Policies & Procedures
Assist leadership in developing and improving company procedures, documentation standards, procurement workflows, and project management practices.
Other
Perform other duties as assigned.
What Success Looks Like at our Company
Successful team members consistently:
- Take ownership of their work and follow through on commitments.
- Communicate proactively with clients and fellow team members.
- Demonstrate professionalism in every interaction.
- Stay organized and anticipate project needs.
- Solve problems collaboratively and independently.
- Adapt to changing priorities while maintaining a positive attitude.
- Deliver accurate, high-quality work with exceptional attention to detail.
- Continuously seek opportunities to improve processes and client service.
- Represent the company with integrity, accountability, and respect.
Pay: $70,000.00 - $90,000.00 per year
Work Location: Hybrid remote in Whitefish, MT 59937
