Administrative Assistant Project Coordinator

Administrative Assistant / Project Coordinator

Location: San Francisco

Salary Range: $80,000–$85,000 + Paid Overtime + Bonus + Comprehensive Benefits

Schedule: Hybrid (4 days onsite / 1 day remote)

Our client, a highly respected interior design firm, is seeking an organized and detail-oriented Administrative Assistant / Project Coordinator to support its busy Design Studio. This is a fast-paced role offering the opportunity to work alongside a talented team while supporting exciting, high-end design projects from concept through installation. The ideal candidate is tech-savvy, thrives in a dynamic environment, and enjoys juggling multiple priorities while delivering exceptional service.

Please note: This is an administrative and project coordination role supporting the Design Studio. While you will work closely with the design team, this position does not involve interior design responsibilities and is not structured as a pathway into an Interior Designer position. We are seeking candidates who are excited to build a long-term career in administration, operations, and project coordination.

Key Responsibilities

Project Coordination

• Support design teams throughout all phases of residential and commercial design projects.
• Maintain organized electronic and physical project files, drawings, budgets, schedules, and client materials.
• Create and manage project documentation, proposals, quotes, job sheets, and project schedules.
• Monitor project timelines and assist with tracking deliverables and installation schedules.

Client & Vendor Relations

• Serve as a key point of contact for vendors, contractors, architects, installers, and outside stakeholders.
• Coordinate communications professionally and efficiently throughout each project.
• Assist with onsite installations and post-installation punch lists as needed.

Administrative Support

• Prepare PowerPoint presentations, client binders, and meeting materials.
• Utilize Excel to track project information and maintain accurate documentation.
• Coordinate shipping, couriers, filing, copying, and provide additional administrative support for the Design Studio.
• Attend weekly team meetings and provide ongoing support to designers and leadership.

Qualifications

• 2–3+ years of administrative or project coordination experience in a professional environment.
• Exceptional organizational skills with outstanding attention to detail.
• Advanced Microsoft Office skills, particularly PowerPoint and Excel.
• Comfortable working with both Mac and PC platforms.
• Strong communication and interpersonal skills with the ability to interact professionally with clients, vendors, and internal teams.
• Ability to multitask, prioritize competing deadlines, and work efficiently in a fast-paced environment.
• Professional demeanor with a collaborative, team-oriented attitude.
• Flexibility to work overtime as needed.
• Interest in building a long-term career in administration, operations, or project coordination within a collaborative design environment.

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We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.