Office Assistant at TriVistaUSA Design + Build

TRIVISTAUSA DESIGN BUILD

“We do cool projects for cool people.”

OFFICE ASSISTANT

Master of Hospitality & First Impressions

We are a growing, design-forward Design Build remodeling company based in Arlington, VA. Our projects are thoughtful and detailed—we bring a high level of care to every client interaction.

We’re a small, tight-knit, and highly collaborative team that takes pride in doing things differently. Around here, we believe in unreasonable hospitality—anticipating needs before they’re voiced and creating a seamless, welcoming experience for everyone who walks through our doors.

We’re looking for someone early in their career with a strong foundation in administrative or client-facing work, who takes pride in the details, and who genuinely enjoys creating a polished, well-run environment for others.

WHAT YOU’LL DO

Hospitality & Client Experience (Primary Focus)

• Serve as the first impression of our company—welcoming clients, vendors, and guests with warmth, professionalism, and confidence.
• Create a thoughtful in-office experience by offering refreshments, preparing meeting spaces, and ensuring every visit feels intentional and well cared for.
• Anticipate needs and stay one step ahead to deliver a seamless, elevated client experience.
• Answer and direct incoming calls and emails in a timely, professional manner.

Administrative Support

• Support the team with scheduling, meeting coordination, and material preparation.
• Track and assist with follow-ups related to new business and client interactions.
• Prepare correspondence and assist with documentation, notes, and internal communication.
• Coordinate calendars and help keep communication flowing between sales, design, and build teams.
• Take thorough meeting notes and proactively track action items to help ensure nothing falls through the cracks.
• Assist with mail handling, timesheet tracking, and general administrative organization.
• Provide support to the marketing team with light coordination, content preparation, and general administrative tasks as needed.

Office Operations (Supporting Role)

• Maintain a clean, organized, and welcoming office environment.
• Keep the kitchen and shared spaces stocked, tidy, and guest-ready.
• Ensure conference rooms are always prepared and presentation-ready.
• Help coordinate team lunches, in-office gatherings, and day-to-day office needs.
• Managing office, cleaning, and snack supplies.
• Preparing correspondence, such as letters, packages, and returns, etc.
• Depositing checks.
• Tracking/documenting accounts receivable for the build and design teams.
• Assisting with tracking down receipts and following up on contested charges.
• Maintaining the client stage spreadsheet.
• Run occasional errands.

WHO YOU ARE

• Positive, reliable, and proactive—you take ownership of your role and follow through.
• Naturally organized with strong attention to detail.
• A clear and professional communicator, both written and verbal.
• Comfortable taking initiative and managing responsibilities independently.
• A team player who enjoys contributing to a shared goal.
• Professional in both presence and communication.
• Able to manage multiple priorities while staying calm, organized, and solutions-focused.

WHAT YOU’LL GAIN

• Exposure to a high-end Design Build process from first client interaction through project completion.
• Hands-on experience in client service, operations, and team coordination.
• Mentorship and the opportunity to continue building your skillset in a fast-paced, creative environment.
• A front-row seat to how a small, high-performing team builds something special.

QUALIFICATIONS

• 1–2 years of experience in an administrative, office, or client-facing role.
• College degree required.
• Proficiency in Google Workspace (Docs, Sheets, Calendar); ability to learn new systems quickly.
• Strong organizational and time management skills.
• Detail-oriented with a commitment to accuracy and follow-through.
• Adaptable and comfortable in a growing, evolving environment.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• This role is primarily based at the front desk and requires extended periods of sitting, standing, and interacting with clients and team members
• Ability to occasionally lift and carry packages or office supplies (typically up to 25 lbs)
• Comfortable moving throughout the office to support team and client needs as they arise

A DAY IN THE LIFE (WHAT TO EXPECT)

A typical day might include welcoming a client for a design meeting, preparing a conference room, coordinating a team lunch, answering calls, assisting with scheduling, and keeping the office running smoothly behind the scenes. No two days look exactly the same—and that’s part of what makes this role so rewarding.

We’re not just looking for someone to fill a role—we’re looking for the right fit.

If you take pride in creating a polished, thoughtful environment, enjoy being the person others rely on, and are ready to build on your experience in a role that truly matters, we’d love to hear from you.

Benefits:

• 401(k)
• Health Insurance
• Opportunities of Advancement
• Paid Time Off
• Retirement Plan

• Please send in your resume and cover letter to megan@trivistausa.com