What are the responsibilities and job description for the Office Administrator/Project Coordinator position at J Paul Studio?
About Us: We are a fast-paced luxury window treatment company specializing in high-end designs and exceptional client experiences. With a commitment to innovation, meticulous attention to detail, and outstanding customer service, our team thrives on delivering extraordinary results.
Position Overview: We are seeking a highly organized, detail-oriented, and proactive individual with experience in window treatments or the design industry to join our team as an Office Administrator & Product Coordinator. This dynamic role involves managing daily office operations, coordinating product timelines and project schedules, and facilitating seamless communication between clients, workrooms, and installation teams. The ideal candidate will excel in a fast-paced environment and demonstrate a strong commitment to delivering exceptional service and efficiency.
Key Responsibilities:
Client & Appointment Coordination:
- Schedule and confirm client consultations, installations, and service calls.
- Manage and align installation team schedules to maximize efficiency.
Product Coordination:
- Receive, inspect, and log vendor shipments, verifying quality and accuracy.
- Communicate product arrivals and updates to management.
- Inspect incoming fabric shipments for quality, color accuracy, and defects. Ensure all materials meet the company’s high standards before use in production. Update the fabric log with incoming and outgoing materials.
Service Excellence:
- Prepare and provide quotes for service calls.
Additional Responsibilities:
Order Management:
- Accurately process customer orders, ensuring all details meet client specifications.
- Track orders, confirmations, and updates, maintaining organized records.
- Collaborate with the workroom team to ensure precise execution of designs by providing clear instructions and specifications.
Administrative Customer Support:
- Address customer inquiries and concerns promptly via email or phone, ensuring a professional and supportive experience.
- Maintain accurate documentation within project management and CRM systems.
- Update internal systems with relevant information to facilitate seamless order fulfillment.
- Deliver exceptional customer service to foster positive client relationships.
Product Knowledge:
- Stay informed about industry trends, new products, and best practices in window treatment design and fabrication.
- Share insights with the team and clients to enhance their experience.
Qualifications:
- Experience: Minimum 3-5 years’ experience in the window treatment industry or design. Strong skills in order processing, administrative support, customer service, and product coordination. A solid background in soft treatments and an understanding of workroom operations are essential.
- Skills: Excellent attention to detail, strong organizational skills, and the ability to multitask effectively in a fast-paced environment. Proficiency in Microsoft Office Suite and experience with CRM systems. QuickBooks knowledge is a plus.
- Knowledge: In-depth understanding of fabric types, patterns, and quality inspection methods. Familiarity with the production process for custom window treatments.
- Customer Focus: Strong interpersonal and communication skills with a customer-centric approach. Ability to build and maintain positive relationships with clients and team members.
- Problem-Solving: Ability to troubleshoot and resolve issues related to order discrepancies, fabric defects, and design challenges.
Why Join Us?
- Collaborate with a passionate team in the luxury design industry.
- Play a pivotal role in delivering extraordinary client experiences.
- Opportunities for professional growth and development.
Compensation and Benefits:
- Competitive salary: $40,000 - $60,000 annually, based on experience.
- Comprehensive medical benefits.
- Paid time off and holidays.
- 401(k) retirement plan.
Job Type: Full-time
Pay: $40,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
Salary : $40,000 - $60,000