Administrative Coordinator

Company Description

La Bastille is a premier manufacturer of custom bartops, range hoods, and zinc tables, specializing in “living” metals like zinc, pewter, brass, bronze, and copper that develop a rich patina over time. Combining state-of-the-art technology with time-honored craftsmanship, La Bastille produces luxurious, timeless, and versatile pieces for both residential and commercial use. Based in historic Savannah, Georgia, since 2010, our team of skilled designers and artisans crafts unique items such as seamless bartops, range hoods, and tables, serving clients across the United States, Canada, and internationally. Known for our exceptional quality materials, customizations, detailed designs, and technical expertise, we create distinctive, handcrafted pieces shipped globally for elegant hotels, restaurants, and homes.

We’re seeking a highly organized, proactive Administrative Assistant to support both our Sales and Customer Service functions. This remote role is at the center of our client experience — helping move projects from proposal to production to delivery with clarity, speed, and care.

You’ll assist the sales team with proposals and sample requests, then serve as the main point of contact for clients once projects begin. You’ll track timelines, keep communication flowing, manage invoicing, coordinate project-specific ordering, and arrange transportation.

If you love creating order, keeping clients informed, and making sure details don’t slip through the cracks, you’ll thrive here.

Key Responsibilities

Sales Support

• Prepare and organize proposals, quotes, and client documentation

• Coordinate sample requests, including tracking shipments and follow-ups

• Maintain accurate records of leads, proposals, and client communication

• Support sales scheduling, calendars, and follow-up tasks

• Ensure smooth project handoff from sales to production/customer service

Customer Service & Project Coordination

• Serve as primary point of contact for clients once projects enter production

• Assign and confirm production timelines and key project dates

• Maintain consistent, proactive communication throughout the production phase

• Track internal project updates and translate them into clear customer updates

• Respond to customer questions promptly, professionally, and with care

Invoicing & Ordering

• Create, send, and track client invoices; follow up as needed

• Order project-specific items and coordinate with vendors/suppliers

• Maintain documentation for orders, costs, and project requirements

• Confirm materials and inputs are ready on schedule to support production timelines

Logistics & Transportation

• Arrange transportation and deliveries for finished projects

• Coordinate schedules with carriers and provide tracking updates to clients

• Ensure projects ship and arrive according to plan

What We’re Looking For

Required Qualifications

• 2 years in administrative support, sales support, or customer service coordination

• Strong written and verbal communication with a calm, confident tone

• Excellent organization and comfort in managing multiple active projects

• High attention to detail — especially around dates, invoices, and client specs

• Comfortable using Google Workspace and learning & managing multiple software programs

• Ability to work independently, manage priorities, and meet deadlines remotely

Preferred (Nice-to-Haves)

• Experience supporting sales proposals or quoting

• Familiarity with invoicing or light operations coordination

• CRM experience (HubSpot is a bonus, not required)

• Shipping/logistics coordination experience

• Background in custom products, manufacturing, or project-based workflows

Skills & Traits That Thrive Here

• Proactive — you don’t wait to be told what needs doing

• Clear communicator who keeps clients confident and informed

• Calm under deadline pressure and good at juggling priorities

• Detail-oriented and process-minded

• Comfortable holding timelines and nudging tasks forward

• Discreet and trustworthy with sensitive pricing and client info

• You care about doing things the right way — even when nobody’s watching

Work Details

• Location: Remote

• Schedule: Full-time

• Reports to: Sales Customer Service Leadership

• Work style: Project-driven, high-touch communication, detail-focused

Compensation & Benefits

• Hourly rate: $25–$35, commensurate with relevant experience and qualifications.

• PTO / holidays

• Opportunity to grow into operations, customer success, or sales coordination

• A high-standards team that values momentum, craft, and thoughtful service