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鈥檚 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.