Operations Coordinator & Design Assistant

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Operations Coordinator & Design Assistant to support the daily operations of a luxury interior design and home renovation company. This role combines office administration, client communication, project coordination, and design support. The ideal candidate is an excellent communicator who can multitask, think quickly, and keep multiple projects moving efficiently.

Responsibilities Office Administration

• Answer phones and respond to emails professionally.
• Manage calendars, appointments, and scheduling.
• Maintain organized digital and physical project files.
• Prepare project documents, estimates, proposals, and invoices (training available).
• Keep the office organized and stocked with supplies.

Client & Vendor Communication

• Serve as a primary point of contact for clients, vendors, and subcontractors.
• Follow up on approvals, selections, payments, deliveries, and project updates.
• Take detailed notes during meetings and phone calls.
• Maintain clear, professional communication by phone, email, and text.

Project Coordination

• Coordinate schedules for contractors, installers, deliveries, and client appointments.
• Track project timelines and ensure tasks are completed on schedule.
• Follow up with vendors regarding orders, lead times, and installations.
• Assist the owner with the day-to-day management of multiple renovation and interior design projects.

Design Support

• Order and organize samples, materials, and product information.
• Assist with furniture, lighting, fabric, wallpaper, and finish selections.
• Help prepare client presentations and maintain the design library.
• Research products, pricing, and availability.

Field Support

• Run local errands, pick up materials and samples, and visit job sites when needed.
• Coordinate deliveries and assist during installations.
• Represent the company professionally while off-site.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional phone etiquette and customer service skills.
• Detail-oriented with excellent note-taking abilities.
• Resourceful, proactive, and able to solve problems independently.
• Positive attitude and willingness to learn.
• Valid driver’s license and reliable transportation.
• Experience in office administration, project coordination, interior design, construction, or a related field is preferred.

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: In person