Design Coordinator

Job Title: Design Coordinator

Location: New York, NY

About Us

HFDF (Hematian Family Duty Free) is a subsidiary of Effy Jewelry and a leading onboard retail concessionaire operating across 20 cruise ships. From everyday essentials to preloved luxury timepieces, HFDF delivers a curated, full-spectrum shopping experience at sea — meeting passengers wherever they are, whether they need a bottle of Tylenol or a pre-owned Rolex. As a high-volume, multi-category retailer operating in a unique and dynamic environment, HFDF combines the operational complexity of shipboard commerce with the brand standards and strategic ambition of the Effy family of businesses.

Position Overview

The Design Coordinator provides project, operational, and administrative support to the Senior Director of Store Design & Construction while partnering with cross-functional teams to ensure projects are planned, coordinated, and executed efficiently. This role serves as a central point of coordination for project activities, communication, logistics, documentation, travel and site access, vendor coordination, and meeting support, helping to keep initiatives on schedule and aligned across stakeholders.

The ideal candidate is highly organized, proactive, and detail-oriented, with the ability to manage multiple priorities in a fast-paced, project-driven environment. Strong communication, follow-through, and collaboration skills are essential, along with a passion for creating structure, solving problems, and supporting the successful delivery of design and visual merchandising initiatives.

This role requires being onsite five days a week at our NYC headquarters.

Key Responsibilities

• Project Leadership: Lead the kick-off, coordination, planning, and execution of projects for the Senior Director, integrating supporting tasks across the team to ensure successful delivery.
• Cross-Functional Project Coordination: Drive cross-functional initiatives by monitoring outstanding tasks, following up with stakeholders, and keeping projects on schedule while ensuring alignment across teams.
• Communication Management: Serve as the primary liaison between the Sr. Director, team members, and external partners, ensuring clear, timely, and effective communication across all levels.
• Travel & Site Access Coordination: Own travel arrangements, itineraries, and accommodations for the Senior Director and team members. Coordinate ship and project site visits, including submitting access requests, tracking approvals, ensuring required documentation is completed, and organizing contractor and vendor access.
• Meeting Coordination & Administrative Oversight: Schedule, organize, and prepare materials for meetings, ensuring participants are informed and engaged. Produce meeting summaries, action items, and follow-up communications to drive accountability and project progress.
• Presentation Development: Develop presentations for meetings and executive reviews, ensuring they are visually engaging and effectively communicate key messages.
• Calendar & Team Coordination: Maintain and manage a cross-functional team calendar, providing visibility into SD&C and Visual Merchandising (VM) activities, milestones, meetings, and project schedules.
• Logistics & Material Coordination: Oversee project logistics, including tracking deliveries, following up on shipments, coordinating procurement and distribution of samples, and ensuring timely receipt of materials and assets.
• Vendor & Hardware Coordination: Manage the shipment and tracking of hardware, materials, and samples sent to vendors (e.g., for custom fabrication), ensuring timely delivery, status updates, and coordination between internal teams and external partners.
• Documentation & File Management: Organize and maintain project documentation, including creating and managing folders for specifications, custom part numbers, drawings, and related project files. Partner with Visual Merchandising (VM) and other stakeholders to ensure consistency across specifications, documentation, and project records.
• Follow-Up & Tracking: Monitor project timelines, deliverables, approvals, and action items, proactively driving progress, accountability, and successful execution.
• Administrative Oversight: Manage day-to-day administrative responsibilities, including document management, correspondence, and other operational needs.

Qualifications

• 2–5 years of experience in a coordination, project coordination, or administrative role, preferably within a creative, design, construction, retail, or project-based environment.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills with the ability to interact professionally across all levels of the organization.
• Ability to work independently, anticipate needs, and thrive in a fast-paced, deadline-driven environment.
• Experience coordinating logistics, schedules, documentation, and cross-functional projects is highly preferred.
• Proficiency in Microsoft Office Suite (PowerPoint, Excel, Word); experience with project management tools such as Asana is a plus. Familiarity with Adobe Creative Suite is a bonus.
• A genuine interest in design, visual merchandising, retail environments, or creative processes is preferred but not required.

Travel Requirements

Some travel opportunities may arise, including support for project site visits, ship visits, vendor coordination, and installations. Flexibility to travel as business needs require is appreciated.

Salary Range

$65,000 – $80,000 annually, depending on experience and qualifications.

Candidates must have valid work authorization for the U.S. at the time of application and throughout employment; we are not able to sponsor visas.

Effy Jewelry is committed to diversity in its workplace and is proud to offer equal employment opportunities to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other legally protected characteristic in the location in which the candidate is applying. Effy Jewelry applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.