Office & Project Coordinator

Office & Project Coordinator | Design Firm - Westhampton, NY

We are seeking a highly organized and detail-oriented Administrative Assistant to support our dynamic residential interior design firm in the Hamptons. This individual will play a key role in keeping our office running smoothly, supporting the design team, and ensuring that day-to-day operations are handled with efficiency and professionalism. The ideal candidate is proactive, resourceful, and thrives in a fast-paced, creative environment.

Key Responsibilities

• Provide Office administrative support to the Principal and design team, including scheduling, correspondence, and calendar management.
• Answer phones, greet clients and vendors, and serve as a professional first point of contact for the firm.
• Prepare and manage client documents, contracts, and project files.
• Assist with purchasing and tracking of FF&E orders, ensuring timely follow-up with vendors.
• Support the team with meeting preparation, presentation materials, and documentation.
• Maintain office organization, supplies, and filing systems (both digital and physical).
• Coordinate deliveries, installations, and on-site appointments.
• Handle expense reports, invoices, and light bookkeeping support as needed.
• Assist in managing social media and marketing communications, as assigned.

Qualifications

• 2+ years of administrative experience, preferably in a design, architecture, or creative environment.
• Strong organizational skills with the ability to manage multiple priorities at once.
• Proficiency in Microsoft Office Suite; experience with design software or project management tools is a plus.
• Excellent communication and interpersonal skills, both written and verbal.
• High attention to detail and ability to maintain confidentiality.
• Self-motivated with a proactive approach to problem-solving.
• Professional demeanor with the flexibility to adapt in a fast-moving, client-focused environment.