Interior Design Project Coordinator

Ghislaine Viñas is seeking a highly skilled and detail-oriented Project Coordinator to join our collaborative and innovative team. The ideal candidate will possess strong technical proficiency in design software, as well as excellent communication, organizational, and management skills. The Project Coordinator will directly support the design director and project lead, ensuring efficient project coordination, optimized workflows, and the timely delivery of projects. This role is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys working on exciting projects, and is passionate about contributing to a creative and dynamic team of talented designers. RESPONSIBILITIES: Project Coordination: • Provide comprehensive support to the project team. • Attend and actively contribute to internal meetings, taking detailed notes and ensuring vital information is documented. • Consistently communicate with team members about work progress, potential delays, task completions, and any other significant updates. • Always be prepared to share project and order updates with the team during internal meetings or when requested. • Attend client meetings as required, ensuring accurate note-taking, documentation of discussions, and prompt follow-up on directives. • Regularly update project management tools, such as Asana, with the most recent and relevant information. • Maintain open lines of communication with third parties, including but not limited to vendors and expeditors, for efficient coordination and resolution of issues. • Act as the primary point of contact with the external expeditor, closely monitoring order timelines and reports. • Consistently review and update project documentation, like schedules, FF&E sheets, and other related records. Design & Development: • Collaborate with the design team to support various interior design projects from concept to implementation. • Assist in design tasks such as research, floor plan layouts, interior and custom design, and sourcing of FF&E. • Support the design team in creating architectural and shop drawings, translating concepts into detailed technical drawings. • Update third-party drawings and SKP to meet organizational standards, ensuring alignment with layer and line weight specifications. Documentation & Organization: • Manage, order, and coordinate sample reviews and returns. • Maintain organized project files and documents, ensuring timely information recording. • Oversee the uploading and organization of all project visuals and site notes. • Update project bins, layout trays, and binders consistently. Procurement & Logistics: • Facilitate the order procurement process, including obtaining quotes, creating proposals, and updating purchase orders. • Oversee warehouse and project-related payments. • Develop initial project budgets and continually refine them. • Prepare for weekly budget meetings, ensuring up-to-date knowledge of FF&E status. • Collaborate with vendors and expedite resolution of concerns. • Coordinate deliveries, inspect orders upon delivery through digital software, and address any order-related issues. • Track and review all project expenses, ensuring they’re coded correctly. • Oversee order documentation, including work orders, sign-offs on shops, artwork, and custom sample approvals. • Monitor and communicate any price changes to the relevant parties. Client Interaction & Communication: • Support the project team in client correspondence, offering regular updates. • Draft preliminary versions of bi-weekly client updates for clarity on project developments. On-site Responsibilities: • Offer support during site visits, construction reviews, installations, and photoshoots, ensuring that measurements, documentation, and materials are prepared. Presentations & Visuals: • Assist in preparing presentations and visual materials for client meetings. • Be responsible for obtaining pricing, verifying the size, accuracy, and suitability of items both during presentations and the ordering process. • Update SketchUp 3D models for spatial representation and design visualization. • Collaborate with the project team in meeting preparations and presentations. REQUIREMENTS: • Bachelor's degree in Interior Design or related field. • 4+ years of proven experience in project coordination or related roles within the interior design industry. • Excellent communication and interpersonal skills, with the ability to collaborate effectively with clients, contractors, vendors, and team members. • Excellent problem-solving skills and attention to detail. • Knowledge of sourcing materials, furnishings, and finishes, with a keen eye for design aesthetics and quality. • Highly proficient in AutoCAD, SketchUp, Adobe Suite, and Studio Designer. • Knowledge of Google Suite and Asana or similar organizational programs. • Thorough understanding of construction and shop drawing sets, including experience in redlining. • Experience with custom textile, furniture, and or millwork drawings such as producing detail or section drawings. • Ability to handle working on multiple projects simultaneously, prioritize tasks, and meet deadlines in a fast-paced environment. SALARY AND BENEFITS: • Salary dependent upon experience • Health, dental and eye insurance • 401k after 1 year If you are a highly skilled project coordinator with a strong passion for design and a proven track record of successful project delivery, we encourage you to seize this exciting opportunity by submitting your resume and portfolio to jobs@ghislainevinas.com.