Office Coordinator & Client Relations

Role Overview

Interiors by Design, LLC is an award-winning, women-led interior design studio serving residential, commercial, and multifamily clients across the DMV area and beyond. The firm is headed by a Principal Designer with over 30 years of experience and provides end-to-end design services such as renovations, new construction, space planning, custom furnishings, procurement, project management, and installation.

To support continued growth, the company is hiring a highly organized and client-centered Office Coordinator & Client Relations professional. This position acts as a key operational support function, helping keep projects, clients, vendors, and internal processes moving efficiently so the creative team can focus on design delivery and client experience.

This is a high-visibility, client-facing position that supports both project execution and day-to-day business operations. The selected candidate will work closely with the Principal Designer and the creative team to coordinate administrative work, project activities, communications, and select marketing tasks while helping ensure deadlines are met.

Compensation and Employment Terms

This role is based in Silver Spring, Maryland and requires on-site work. It is structured as a contract-to-hire opportunity under a 1099 contractor arrangement, with the possibility of moving into a full-time employee role later. Pay is $25 to $30 per hour depending on experience.

Front Office and Client Support

• Handle incoming phone calls, route questions to the right person, and maintain a warm, professional first impression for clients.
• Review and reply to general company email inquiries.
• Act as an initial contact for clients, vendors, and partners.
• Arrange consultations, project meetings, vendor appointments, site visits, and installation schedules.
• Manage calendars for the Principal Designer and project team.
• Support client onboarding and other follow-up tasks.
• Keep communication with clients professional, timely, and consistent throughout each project.

Project Coordination and Administrative Support

• Maintain project schedules, timelines, milestone trackers, and task lists.
• Coordinate meetings, site visits, installations, vendor appointments, and client consultations.
• Prepare agendas, circulate meeting notes, and track action items.
• Follow up with team members, vendors, contractors, and clients to keep deliverables and deadlines on track.
• Organize project documents, contracts, proposals, specifications, and client records.
• Assist with project updates and workflow tracking.
• Help prepare proposals, presentations, and other client-facing materials.

Vendor and Procurement Coordination

• Communicate with vendors, suppliers, contractors, installers, and consultants on a regular basis.
• Support purchase orders, invoice processing, and procurement tracking.
• Track product orders, shipping dates, and delivery timelines.
• Coordinate receiving, inspections, and installation logistics.
• Follow up on backorders, damaged items, and pending vendor issues.
• Maintain vendor records, pricing details, and procurement documentation.

Business Operations Support

• Assist with invoicing, expense tracking, and administrative reports.
• Maintain CRM data, project management platforms, and company records.
• Keep office systems, files, and administrative workflows organized and current.
• Look for ways to improve processes and increase operational efficiency.
• Provide general administrative support to leadership as needed.

Required Background

• At least 5 years of experience in project coordination, administrative support, client services, office management, executive support, or a related function.
• Strong organization and time-management abilities.
• Excellent attention to detail and follow-through.
• Clear written and verbal communication skills.
• Polished, professional client-facing presence.
• Strong customer service and relationship management capability.
• Ability to handle several priorities in a fast-moving environment.
• Comfort with Microsoft Office, Google Workspace, and cloud-based business tools.
• Ability to work independently and also collaborate well with a team.
• Self-starter who takes initiative to complete tasks.
• Reliable transportation is required.
• Comfort working in a fast-paced setting.

Preferred Experience

Experience in interior design, architecture, construction, real estate, property management, engineering, home services, luxury services, or other project-based professional services is highly desirable. Exposure to QuickBooks, CRM platforms, project management software, or procurement/purchasing processes is an added advantage.

Ideal Candidate Profile

The company is looking for someone who is highly organized, detail-focused, polished, service-oriented, resourceful, proactive, calm under pressure, adaptable, communicative, and dependable. The right person should be comfortable balancing multiple moving parts, solving problems, and helping create an excellent client experience. Prior experience in a startup-style environment is also valued.

Important Note

This position is not intended for someone seeking a design role. The employer specifically states that interior designers or candidates hoping to become designers are not the right fit for this opening.

Success Measures

• Clients receive fast and professional responses.
• Calls, emails, and inquiries are managed efficiently.
• Project timelines and administrative tasks remain organized and on schedule.
• Vendors and contractors receive timely follow-up.
• Records, schedules, and documentation stay accurate and orderly.
• The design team can focus on creative work while operations are handled smoothly.
• The office and project workflow run efficiently.

Work Arrangement

This is a fully on-site role in Silver Spring, Maryland. The schedule is Monday through Friday, with participation in day-to-day office operations required. A valid driver’s license and reliable transportation are strongly preferred.