Interior Design Administrative Coordinator

We are seeking a proactive, detail-oriented Administrative Coordinator to join our dynamic interior design team. The ideal candidate will be highly organized, with exceptional communication skills and a strong ability to manage multiple tasks simultaneously. You will play a critical role in ensuring the smooth operation of design projects, maintaining excellent client and vendor relationships, and keeping internal processes running efficiently. Must love dogs!

Key Responsibilities:

Project & Vendor Coordination:

• Houzz Pro Software Management: Proactively set up and manage spreadsheets, Houzz Pro tasks, and other organizational tools for the team.
• Track and manage all project details, including furniture, wall coverings, art, rugs, lighting, and accessories.
• Import product information into Houzz Pro, develop net and sell pricing, and obtain vendor pricing.
• Develop and Maintain Processes within Houzz software for eliminating sync issues and other defects that cause problems in our invoicing and ordering process
• Create and maintain tearsheets, proposals, quotes, and purchase orders in Houzz.
• Develop invoices and manage client billing, tracking past due invoices and following up as needed.
• Track design fees, commissions, retainers, and other payments owed, including handling invoicing for project-related costs (e.g., commissions, hourly rates, storage fees, etc.).

Financial Administration:

• Work closely with the bookkeeper to reconcile accounts, solve sync issues between Houzz and QuickBooks, and ensure accurate financial records.
• Track and analyze accounts payable and receivable.
• Coordinate payments, billing, and invoicing related to merchandise, services, and commissions.
• Monitor and track storage fees, transportation costs, and related expenses.

Client & Vendor Communication:

• Maintain excellent communication with clients, contractors, and vendors, ensuring everyone is aligned on project timelines, pricing, and deliverables.
• Coordinate deliveries, track product availability, monitor backordered items, and ensure timely updates for all stakeholders.
• Manage the logistics for art, rugs, window treatments, and other installations.
• Troubleshoot and resolve any issues related to project deliverables, including damages, delays, or client concerns.

Administrative Support & Organization:

• Organize and maintain all project-related files in Dropbox, including signed contracts, change orders, vendor paperwork, photos, and specs.
• Manage the calendar, scheduling appointments with clients, contractors, and internal team members.
• Answer phone calls and manage inquiries from clients, vendors, contractors, and new leads.
• Order office supplies and ensure office organization, including managing samples and keeping client/vendor files up-to-date.

Marketing & Customer Relations:

• Track leads and update records for marketing purposes (e.g., incoming leads, outcomes from marketing campaigns).
• Coordinate photoshoots and video shoots, including booking photographers and videographers, arranging site scheduling, and organizing accessories/staging.
• Assist with organizing small events and thank-you gestures for clients.
• Maintain and update client and vendor lists, track birthdays, and assist with special events

Office Maintenance & General Paperwork:

• Oversee the organization and inventory of cabinet and fabric samples, ensuring all client samples are up-to-date and complete.
• Manage and organize general office paperwork, including insurance invoices, software updates, and other administrative duties.
• Supervise cleaning staff and ensure the office environment is organized and functional.

Qualifications:

• Proven experience in a similar administrative or project coordination role, preferably in the interior design or related industries.
• Proficiency with IVY or Houzz Pro Software and QuickBooks (or the ability to quickly learn new software platforms).
• Strong organizational skills with an ability to manage multiple projects and deadlines.
• Excellent verbal and written communication skills.
• Ability to handle confidential information and maintain discretion at all times.
• Detail-oriented with a strong focus on accuracy and follow-through.
• Self-starter with the ability to work independently and anticipate needs.
• Ability to adapt to a fast-paced, ever-changing environment.

Preferred Skills:

• Experience with marketing tasks, including tracking leads, managing social media, or coordinating events.
• Knowledge of interior design terminology, products, and trends.
• Experience managing or assisting with financial tasks, including invoicing, tracking payments, and working with accountants/bookkeepers.
• Strong proficiency with Google Drive, Dropbox, and Microsoft Office Suite.

Other:

• Work hours: Monday to Thursday 9:30 to 1:30 in office. Possible work from home on Fridays.
• Health Insurance Available
• Collaborative, creative, and supportive team environment.

If you’re a proactive, detail-oriented professional with a passion for organization and excellent communication, we want to hear from you! Join our team and help us continue delivering exceptional interior design experiences to our clients. Loving dogs is a must!

Job Type: Part-time

Pay: $23.00 - $24.00 per hour

Expected hours: 16 per week

Benefits:

• Health insurance

Schedule:

• 4 hour shift

Application Question(s):

• Tell us about your interior design industry experience!

Ability to Commute:

• Huntington, NY 11743 (Required)

Work Location: In person

Salary : $23 - $24