Administrative Assistant - Project Coordinator

Atrium Staffing; New York (NY); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Atrium Care Package

Job summary

Atrium Staffing seeks an Administrative Assistant - Project Coordinator for a small furniture repair and refinishing firm in New York. The role requires owning projects, coordinating schedules, quotes, and progress with clients and vendors, and ensuring documentation is complete and accurate.

The ideal candidate will handle multiple projects with minimal supervision, maintain confidentiality, and proactively address issues to keep work moving smoothly.

Qualifications

• Experience in coordinating projects, managing multiple tasks, and supporting operations.
• Ability to communicate professionally with clients, vendors, and internal staff.
• Strong recordkeeping and documentation discipline.
• Discretion and confidentiality in handling information.

Responsibilities

• Manage multiple active client projects, tracking stages independently.
• Primary contact for clients regarding quotes, scheduling, status, delays, and service requests.
• Proactively follow up with clients, vendors, suppliers, and staff to progress projects.
• Coordinate pickups, deliveries, on-site service appointments, and maintain work orders.

Skills

Project coordination

Office management

Executive administrative support

Vendor management

Client communication

Record keeping

Confidentiality

Prioritization

Education

High school diploma or equivalent

Administrative or project management training

Job description

Client Overview:

A small furniture repair and refinishing company specializing in quality craftsmanship and customer service is seeking an Administrative Assistant - Project Coordinator to join its team. The company operates with a three-person office and provides furniture repair and refinishing services.

Salary/Hourly Rate:

$27/hr - $31/hr

Position Overview:

The Administrative Assistant - Project Coordinator will take ownership of projects and help reduce the need for management oversight. The ideal candidate will manage multiple projects independently, anticipate issues, communicate professionally with clients and vendors, and prioritize tasks without constant supervision. This role requires demonstrated ownership beyond basic administrative support.

Responsibilities of the Administrative Assistant - Project Coordinator:

• Manage multiple active client projects simultaneously, tracking each through various stages independently.
• Serve as the primary contact for clients regarding quotes, scheduling, project status, delays, pickups, deliveries, and service requests.
• Proactively follow up with clients, vendors, suppliers, and internal staff to ensure completion of outstanding items and project progress.
• Coordinate furniture pickups, deliveries, and on-site service appointments, maintaining accurate work orders and schedules.
• Obtain vendor pricing, availability, and lead times for fabrics, hardware, materials, and outside services.
• Follow up on outstanding vendor quotes, orders, materials, and delivery dates.
• Source fabrics, hardware, and other project materials; request samples and coordinate purchasing as needed.
• Purchase and track project materials, ensuring timely receipt for scheduled work.
• Monitor incoming furniture and materials to ensure proper identification, documentation, and association with correct projects.
• Prepare client quotes and proposals, send to clients, track approvals, and follow up as necessary.
• Maintain accurate project records, notes, correspondence, pricing, approvals, scheduling, and outstanding action items.
• Respond professionally to client inquiries and problems, taking ownership to obtain answers when needed.
• Identify potential delays or problems early and proactively work toward solutions.
• Coordinate and maintain Certificates of Insurance and other documentation required for client locations.
• Review completed projects to ensure all necessary information is available for invoicing.
• Review invoices and project documentation for accuracy before client submission.
• Assist with accounts payable, vendor invoices, and project-related cost tracking as needed.
• Communicate effectively with office staff, vendors, clients, drivers, and production/workroom employees.
• Handle frequent interruptions and changing priorities while maintaining accuracy and completing tasks.
• Maintain confidentiality of client, company, employee, and financial information.
• Identify opportunities to improve administrative procedures, tracking systems, and workflow efficiency.
• Provide higher-level administrative support to management and anticipate upcoming needs proactively.

Required Experience/Skills for the Administrative Assistant - Project Coordinator:

• Experience in project coordination, office management, executive administrative support, operations coordination, account/client coordination, vendor management, or similar roles.
• Proven ability to manage multiple projects and tasks independently with minimal oversight.
• Strong communication skills with clients, vendors, and internal teams.
• Ability to anticipate problems and prioritize work effectively.
• Professional demeanor and business communication skills.
• Proficiency in maintaining detailed records and documentation.
• Ability to handle interruptions and shifting priorities while maintaining accuracy.
• Commitment to confidentiality and discretion.

Preferred Experience/Skills for the Administrative Assistant - Project Coordinator:

• Experience in furniture repair, refinishing, or related craft/service industries is a plus.
• Familiarity with vendor sourcing and purchasing processes.
• Knowledge of insurance documentation and invoicing procedures.

Education Requirements:

• High school diploma or equivalent required.
• Additional administrative or project management training preferred.

Benefits:

• Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).