Administrative Coordinator – Design Services Team

Falkbuilt; Saint Charles (MO); Hybrid; USD 21,000 - 30,000; Part time

Job summary

Falkbuilt is seeking an Administrative Coordinator to support our design services team in a part-time capacity. The role focuses on keeping the studio running smoothly by managing day-to-day operations, coordinating team tasks and workflows, handling billing and financial administration, and maintaining studio supplies and resources.

The ideal candidate is highly organized, proactive, detail-oriented, reliable, and comfortable working in a creative, fast-paced environment.

Qualifications

• Proven experience in an administrative, office coordinator, or operations support role.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent attention to detail and accuracy, particularly with billing, numbers, and record-keeping.
• Proficiency with standard office tools (Microsoft Office) and comfort learning new technology.
• Clear written and verbal communication skills.
• Ability to work independently while collaborating effectively with a design team.
• Discretion and professionalism when handling financial and client-related information.

Responsibilities

• Coordinate project tasks across the design team using Echo task management tools.
• Support Design Leads in resource allocation and workload balance by maintaining clear visibility of team project tasks.
• Schedule internal meetings and studio activities; prepare agendas and follow up on action items.
• Maintain organized digital filing systems for team processes, project files, contracts, and correspondence.
• Act as a central point of contact for internal team logistics and day-to-day operational needs.

Skills

Organizational skills

Multitasking

Attention to detail

Written and verbal communication

Independent work

Discretion

Tools

Microsoft Office

Job description

Part-Time

2 days ago Requisition ID: 1152

Position Overview

We are seeking a highly organized and proactive Administrative Coordinator to support our design services team. This part-time role is essential to keeping the studio running smoothly by managing day-to-day operations, coordinating team tasks and workflows, handling billing and financial administration, and maintaining studio supplies and resources. The ideal candidate is detail-oriented, reliable, and thrives in a creative, fast-paced environment.

Company Overview

Falkbuilt’s approach to interior construction—Digital Component Construction—combines proven construction methods with next-generation technology to deliver beautiful, high-performing, cost-effective interior environments. We’re reshaping how interiors come together, and we’re looking for people who want to help build the future of construction.

Key Responsibilities

Team & Task Organization

• Coordinate project tasks across the design team using Echo task management tools.
• Support Design Leads in resource allocation and workload balance by maintaining clear visibility of team project tasks.
• Schedule internal meetings and studio activities; prepare agendas and follow up on action items.
• Maintain organized digital filing systems for team processes, project files, contracts, and correspondence.
• Act as a central point of contact for internal team logistics and day-to-day operational needs.

Billing & Financial Administration

• Prepare and contract client invoices accurately and on time.
• Track and follow up on outstanding POs to maintain accurate monthly billing.
• Maintain expense reports, vendor invoices, and studio-related purchases.
• Assist with basic budget tracking and provide administrative support for financial reporting as needed.
• Ensure billing processes align with company policies and client agreements.
• Monitor inventory of studio supplies, materials, and equipment.
• Research, order, and restock supplies in a cost-effective and timely manner.
• Maintain organized storage systems and ensure the studio workspace remains functional and well-equipped.
• Coordinate with vendors for supplies, equipment maintenance, and related services.
• Support occasional facilities or logistics needs related to the studio environment.

General Administrative Support

• Handle routine correspondence, data entry, and administrative documentation.
• Assist with onboarding logistics for new team members as needed.
• Contribute to continuous improvement of administrative processes and studio operations.

Qualifications

• Proven experience in an administrative, office coordinator, or operations support role.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• Excellent attention to detail and accuracy, particularly with billing, numbers, and record-keeping.
• Proficiency with standard office tools (Microsoft Office) and comfort learning new technology.
• Clear written and verbal communication skills.
• Ability to work independently while collaborating effectively with a design team.
• Discretion and professionalism when handling financial and client-related information.

Preferred Qualifications

• Experience with design studio or agency workflows.
• Familiarity with basic bookkeeping concepts, or project management tools (e.g., Asana, Monday.com or similar).
• Interest in design, creative industries, or studio operations.

Schedule & Location

Tuesday – Thursday, 9:00 AM – 5:00 PM (24 hours per week). St. Charles, MO

What Success Looks Like

The successful candidate will create clarity and efficiency for the design team, ensuring tasks stay organized, billing runs smoothly, and the studio is consistently well-supplied, so the creative team can focus on delivering excellent design work.

Falkbuilt thanks all applicants for their interest. Only those selected for an interview will be contacted.

Part-Time: Tuesday–Thursday, 9:00 AM – 5:00 PM | 24 hours per week