What are the responsibilities and job description for the Administrative Assistant/Project Coordinator position at Made in the Shade Jupiter?
Made in the Shade Jupiter is growing, and we're looking for an exceptionally organized Administrative Assistant / Project Coordinator to become the operational backbone of our business.
This is a hybrid position (approximately 50% remote / 50% on-site (Jupiter, FL)
We're not looking for someone who simply answers emails. We're looking for someone who loves organization, thrives on details, and takes ownership of making sure every project moves smoothly from sale to installation.
What You'll Do
- Manage and coordinate installation schedules
- Serve as the primary administrative point person for the company
- Track every project from order to completion
- Coordinate with clients, vendors, installers, and ownership
- Schedule final measures, installations, and service calls
- Follow up on outstanding items and keep projects moving
- Monitor orders, deliveries, and production timelines
- Maintain CRM and project records
- Handle customer communications and appointment confirmations
- Assist with invoicing, payments, and general office administration
- Provide field support as needed, including delivering materials, coordinating logistics, and assisting installers with project-related needs
- Help ensure crews have the products, information, and resources they need to keep projects running smoothly
- Proactively identify potential issues before they become problems
What We're Looking For
- Extremely organized and detail-oriented
- Strong follow-through and accountability
- Ability to manage multiple projects simultaneously
- Excellent written and verbal communication skills
- Comfortable working independently and making decisions
- Tech-savvy and quick to learn new software
- Positive attitude and solution-oriented mindset
- Experience with scheduling, project coordination, operations, or administration preferred
The Ideal Candidate
You are the type of person who keeps lists for your lists. You enjoy creating order, love checking things off, and take pride in making sure nothing falls through the cracks. You naturally stay on top of deadlines, communicate proactively, and make life easier for everyone around you.
This role is a blend of office administration and hands-on operational support. Some days you'll be coordinating schedules from your desk, and other days you'll be helping solve problems in the field, supporting our installation team, and keeping projects moving forward.