Project Coordinator
Job Description:
This is a part-time role with an opportunity to expand into a full-time position. Must be an Arizona resident.
As the Project Coordinator to the Principal Designer, you will play a crucial role in administrative assistance, ensuring the seamless operation of our design firm and the successful management of projects. Your top skill set should revolve around communication, organization, operations, and project management. You will work closely with the Principal Designer to assist in various aspects of the business, enabling them to focus on their creative work.
Key Responsibilities:
Scheduling: Manage the Principal Designer's calendar, scheduling meetings, and appointments, ensuring their time is optimized. Coordinate with team members, clients, and external partners to set up and confirm appointments.
Project Coordination: Assist in project management activities, including tracking project timelines, milestones, and deadlines. Ensure that project tasks are assigned, monitored, and completed on time.
New Client Onboarding: Assist in the onboarding process for new clients. This includes gathering necessary information, contracts, and any initial documentation required to kickstart projects.
Client Correspondence: Act as the first point of contact for client communication. Respond to client inquiries via email and phone, providing excellent customer service and ensuring clients' needs and questions are addressed promptly and professionally.
Non-Client Communication: Manage communication with contractors, vendors, and other external partners. Coordinate project-related communications, track progress, and ensure that all stakeholders are aligned.
Budget Tracking: Assist in monitoring project budgets and expenses. Work closely with the Principal Designer to ensure projects stay within budget and that financial records are accurate and kept up-to-date.
Task Delegation: Help the Principal Designer in assigning tasks and responsibilities to the team members, and monitor their progress to ensure project goals are met.
Project Documentation: Maintain project documentation, including contracts, project plans, time billing invoices and client agreements.
Qualifications:
2+ years experience in an operations assistant or administrative role with project management responsibilities
Industry knowledge is highly preferred
Exceptional organizational and time-management skills
Strong verbal and written communication skills
Proficiency in Studio Designer and Quickbooks
Highly professional and able to represent the firm in client interactions
Ability to maintain confidentiality and handle sensitive information
Proactive problem-solving skills and a can-do attitude
A passion for interior design and an understanding of the industry (preferred).
