Job Description

Project & Client Coordination

• Manage all phases of the client journey from initial inquiry through project installation.
• Onboard new clients and manage expectations regarding timelines, scope, and deliverables.
• Send, track, and maintain Master Service Agreements (MSAs) and Statements of Work (SOWs).
• Coordinate design presentations, approvals, and installation schedules.
• Prepare client and vendor meeting agendas.
• Facilitate purchase orders and project proposals.
• Track orders and shipments with vendors and maintain accurate order records.
• Prepare installation checklists and support project installations.
• Provide expediting reports to the design team and clients.
• Manage installations in coordination with receiving warehouses, vendors, and trades.
• Resolve product claims, repairs, and replacement follow-ups.
• Send post-project follow-ups to clients including surveys and review requests.

Systems & Process Management

• Maintain project management and documentation systems such as Monday.com, Studio Designer, and Dropbox.
• Continuously improve systems and processes to increase efficiency and streamline workflows.
• Organize and maintain client files and documentation within Dropbox.

Team & Office Coordination

• Support Senior Designers with team organization and administrative coordination.
• Prepare for and facilitate weekly team meetings.
• Manage new leads and project pipeline, including scheduling introductory calls and consultations.
• Maintain the team calendar, scheduling meetings and sending reminders to clients, vendors, and designers.
• Ensure the office environment remains organized, productive, and welcoming, including managing supplies and provisions.

Vendor & Partner Management

• Maintain relationships with vendors, tradespeople, and suppliers.
• Identify and onboard new vendors aligned with the company’s design vision.
• Collect and maintain W9 forms and proof of insurance for new trades.
• Schedule vendor meetings and coordinate participation in trade events such as High Point Market.

Financial Coordination

• Support Senior Designers with financial tracking and communication.
• Liaise with the bookkeeper on weekly reconciliation updates.
• Manage Accounts Payable (AP) and Accounts Receivable (AR) processes.
• Communicate with clients regarding outstanding payments when necessary.

Qualifications

Qualifications & Experience

• 2–3 years of experience in the interior design industry or a related field.
• Experience coordinating design projects, vendors, and client communications.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Experience using Monday.com and Studio Designer is preferred.

Key Skills & Attributes

• The ideal candidate will demonstrate:
• A strong appreciation for beauty, aesthetics, and design
• Exceptional organizational and detail-oriented skills
• Strong written and verbal communication abilities
• Professional and confident client relationship management
• Ability to thrive in a fast-paced, creative team environment

Proactive problem-solving skills

• Excellent time management and prioritization abilities
• A team-oriented mindset with a client-first approach
• Initiative, reliability, and strong work ethic