Office Administrator Coordinator

Office Administrator/Coordinator 

Main Responsibilities

As an integral part of the entire team, we seek a skilled administrative professional with a keen eye to fill a dual Office Administrator/Coordinator role. You will ensure our high-end design studio looks immaculate and runs smoothly. The Office Assistant/Coordinator needs to be organized, tech-savvy, conscientious, comfortable working with people, and able to carry out administrative duties accurately and quickly.

This position must demonstrate the company’s core values of Excellence, Accountability, Service, Collaboration, and Urgency.

ROLES & RESPONSIBILITIES: including, but not limited to, the following:

Office & Facilities Management

• Maintain an organized, professional, and welcoming office, studio, and grounds.
• Perform daily clean-up and set-up of common areas, outdoor spaces, and the studio to ensure a polished and inviting environment.
• Oversee office supplies, furniture, and equipment inventory; ensure timely reordering.
• Coordinate facility upkeep, cleaning, and vendor services & projects
• Maintain overall studio organization and aesthetic presentation.
• Coordinate space usage for meetings, events, and staff needs.
• Assist with the collection and renewals of Subcontractor COI

Administrative & Financial Support

• Manage team calendars, coordinating multiple schedules across departments.
• Book internal and external meetings, including vendor and client appointments.
• Support the leadership team with communication, document preparation, and administrative projects as needed.
• Assist with client Account Receivables.

Reception & Client Interaction

• Serve as receptionist and the first impression for clients, visitors, and vendors—both in person and on the phone.
• Provide a professional, warm, and welcoming presence at the front desk.
• Answer and direct phone calls, emails, and inquiries.
• Support discovery calls with potential clients, gathering preliminary information and ensuring a smooth handoff to the appropriate team member.
• Serve as a point of contact for clients at key phases of each project, proactively checking in to provide updates, address questions, and ensure satisfaction.

Inventory & Asset Management

• Maintain and update digital inventory sheets for equipment, tools, and supplies.
• Track and manage company-owned assets such as digital equipment (computers, cell phones, etc.).
• Oversee company vehicle service scheduling and coordinate maintenance.
• Provide accurate reporting on inventory levels and asset status.

Short-Term Rental  Coordinator Support:

• Red House has a STR in PVD as a showcase home. You will support this initiative. 
• Review the booking calendar regularly and inform the Supervisor of any concerns 
• Ensure cleaning schedules are followed and properties are prepared for guest arrivals.
• Confirm restocking of essential items (toiletries, linens, kitchen supplies, etc.).
• Serve as a point of contact for clients or guests when needed, responding promptly to inquiries or issues.
• Coordinate with cleaning crews, maintenance, and vendors to ensure timely completion of tasks.

Qualifications

• 3 years of experience in office management, operations coordination, or client services
• Strong organizational and multitasking skills with conscientious attention to detail.
• Excellent communication and interpersonal skills; comfortable with client-facing responsibilities.
• Ability to work independently, prioritize effectively, and adapt to shifting deadlines.
• Familiarity with Google Suite & CRM software is a plus
• Prior experience or education in the design, remodeling, or construction industry (nice to have)

Salary Range: $48,000 - $58,000 commensurate with experience