Design-Construction Coordinator

Living with Lolo; Scottsdale (AZ); Hybrid; USD 52,000 - 70,000; Full time

Benefits offered by this job

Unlimited PTO

Flexible hours

Wellness reimbursement

401(k) with company match

Job summary

Living with Lolo in Scottsdale is seeking a Design-Construction Coordinator to serve as the hub between design and construction. You will manage paperwork, status tracking, and handoffs, keeping orders, deliveries, selections, and project records current across Buildertrend, Airtable, client portal, Google Drive, and AI tools.

Reporting to the Director of Construction, you will coordinate procurement, deliveries, samples, shop drawings, site logistics, and weekly status updates, enabling

Qualifications

• 2+ years in design or construction administration, procurement, or project coordination (residential design-build preferred).
• Exceptional organization and follow-through across many projects, vendors, and deadlines.
• Experience with Buildertrend, Airtable, or similar project management tools.
• Comfort reading drawings, specs, quotes, and purchase orders.
• Clear, professional written communication with vendors, trades, and clients.
• Detail-oriented, with the judgment to know when to elevate.
• Comfort using AI tools to draft, track, and follow up.
• Valid driver's license, reliable vehicle, and ability to lift packages for site, warehouse, and delivery runs.

Responsibilities

• Procurement and Orders: Place approved material orders from finalized selections and quotes; Enter purchases in Airtable and track from confirmation to delivery; Issue lighting purchase orders and monitor through delivery; Follow up with vendors on ETAs, backorders, and delays; Flag ETA changes and backorders to leadership; Monitor inboxes and keep shipping/ETA information current.
• Deliveries, Receiving & Returns: Schedule deliveries and receiver drop-offs based on ETAs and site readiness; Track materials on site and in the warehouse against purchase orders; Check in new items at the HQ and match to projects in Airtable; Schedule trade-material deliveries to site ahead of installs; Document damaged items and manage vendor claims and RMAs; Run material returns at closeout and log in Airtable.
• Selections, Samples & Shop-Drawing Logs: Maintain selections register with lead times; Track samples and shop drawings through submission, design review, and client approval; Keep a dated record of approvals for instant history; Send reminders on open selections and elevate overdue items; Collect COIs, workers' compensation docs, and W-9s from trades; Track insurance expirations and request updated certificates; Add new subcontractors/vendors to Buildertrend with docs; Send lien waivers and track signatures at payment milestones.
• Buildertrend, Airtable & Project Documentation: Set up new jobs in Buildertrend with naming/access; Upload elevations, specs, quotes, and design docs; Prepare build books and site documents; Maintain Buildertrend docs so plans stay current; Prepare permit paperwork and track permits; Coordinate site setup logistics and QR codes; Upload change orders and track client signatures; Archive project files in Google Drive at closeout.
• Client Communication Support: Send routine client communications (schedules, portal invites, notices); Draft status updates for leadership; Keep client portal current with client-facing information; Route client questions to the right owner the same day.
• Closeout, Punch & Warranty Admin: Enter punch items and track to completion; Assemble closeout packets (manuals, warranties, maintenance); Schedule job recap meetings and track follow-ups; Coordinate closeout touchpoints with Operations + Client Experience.
• Weekly Status Reporting: Publish Monday status for active projects; Surface exceptions to CEO with next steps; Keep Buildertrend and Airtable synchronized for consistent status; Ensure teams spend time on design, field, and client work.

Skills

Organization

Follow-through

Buildertrend

Airtable

Tools

Buildertrend

Airtable

Job description

Living with Lolo – Residential Design-Build

Position Summary

Living with Lolo is a luxury interior design firm and licensed general contractor (ROC #347577) serving Scottsdale, Paradise Valley, and the surrounding Valley. Our design and construction teams work side by side on full-home renovations, remodels, and furnishings projects for high-end residential clients.

The Design-Construction Coordinator is the hub for paperwork, status tracking, and handoffs between design and construction. This role keeps orders, deliveries, selections, subcontractor documents, and project records moving so that designers can design, project managers can run the field, and leadership has an accurate, current picture of every project.

The Coordinator reports to the Director of Construction and works as a peer to the Construction Project Managers, with a dotted line to the Director of Operations, Design for design-sourced items installed by trades (lighting, wallpaper, drapery) and a standing weekly procurement sync. The Coordinator works across Buildertrend, Airtable, our client portal, Google Drive, and our AI tools, and is expected to keep information current in each. The role also owns project coordination and documentation for the construction team and construction prep for the design team, including lighting purchase orders, Buildertrend uploads, build books, QR codes, and the weekly order check-in.

Key Responsibilities

1. Procurement and Orders

• Place approved material orders, including online orders, from finalized selections and approved quotes
• Enter purchases in Airtable and track every order from confirmation through delivery
• Issue lighting purchase orders from approved design selections and track them through delivery
• Follow up with vendors on order confirmations, ETAs, backorders, and missing or delayed shipments
• Flag ETA changes and backorders to the Director of Construction, Director of Operations, and design team so reselection decisions are made early
• Monitor the inboxes and keep shipping and ETA information current

2. Deliveries, Receiving & Returns

• Schedule deliveries and receiver drop-offs based on ETAs, site readiness, and install dates
• Track materials received on site and at the warehouse against purchase orders; update Airtable to received, delivered, or returned
• Check in new items at the HQ garage each week and match them to projects in Airtable
• Schedule trade-material deliveries (wallpaper, hardware, lighting) to site ahead of installs
• Document damaged or incorrect items with photos and manage vendor claims, RMAs, replacements, and refunds through resolution
• Run material returns at closeout: collect and organize by vendor, request return authorizations, create labels, arrange drop-off, and log in the Airtable returns tab

3. Selections, Samples & Shop-Drawing Logs

• Maintain a selections register for each project with decide-by dates tied to lead times and the construction schedule
• Track samples and shop drawings requested from vendors and trades through submission, design review, and client approval
• Keep a dated record of what was approved, by whom, and when, so approval history is always one click away
• Send reminders on open selections and approvals; elevate overdue items to the Lead Designer or Director of Construction
• Collect and verify COIs, workers' compensation documentation or waivers, and W-9s from new and existing trades before work or payment
• Track insurance expirations and request updated certificates before they lapse
• Add new subcontractors and vendors to Buildertrend and the company's systems with complete documentation
• Send lien waivers and track signatures and returns at payment milestones and closeout

5. Buildertrend, Airtable & Project Documentation

• Set up new jobs in Buildertrend, including naming conventions, home access information, client invites, and file structure
• Upload and maintain elevations, specs, approved selections, quotes, and design documents in Buildertrend files and bid packages
• Prepare build books and site documents (lookbooks, POs, material invoices, specs, QR codes) for each project
• Maintain all Buildertrend documentation and project files so plans, specs, selections, and site documents stay current
• Prepare and submit permit application paperwork with the PMs and track permits through approval
• Coordinate site setup logistics, including dumpster orders, permit and QR code postings, and printed plans, specs, and lookbooks on site
• Upload change order paperwork prepared by the PMs and Director of Construction and track client signatures
• Archive project files in Google Drive at closeout

6. Client Communication Support

• Send routine, approved client communications such as schedule announcements, portal invites, delivery and access notices, and signature reminders
• Draft delay and status updates for review and sending by the Director of Construction or Lead Designer
• Keep the client portal current with client-facing information, distinct from internal records
• Route client questions and concerns to the right owner the same day

7. Closeout, Punch & Warranty Admin

• Enter punch items, trade to-dos, and checklists in Buildertrend from walks led by the PMs and design team, and track them to completion
• Assemble closeout packets, including manuals, warranties, maintenance schedules, and care guides
• Schedule job recap meetings, circulate the recap template, and track follow-ups
• Coordinate client closeout touchpoints such as gifts and review requests with the Operations + Client Experience Manager

8. Weekly Status Reporting

• Publish a Monday status for each active project: orders at risk, open selections, pending approvals, deliveries this week, compliance gaps, and open punch items
• Surface only exceptions to the CEO and leadership, with the owner and next step for each
• Keep one current answer on where every item stands, so the team and clients hear consistent information

Qualifications

• 2+ years in design or construction administration, procurement, or project coordination (residential design-build preferred)
• Exceptional organization and follow-through across many projects, vendors, and deadlines at once
• Experience with Buildertrend, Airtable, or similar project management and database tools
• Comfort reading drawings, spec sheets, quotes, and purchase orders
• Clear, professional written communication with vendors, trades, and clients
• Detail-oriented, with the judgment to know when to elevate
• Comfort using AI tools to draft, track, and follow up
• Valid driver's license, reliable vehicle, and ability to lift packages for site, warehouse, and delivery runs

What Makes This Role Unique

• Direct involvement in both design and construction execution
• A central seat between the design team, construction team, and leadership
• Opportunity to contribute to internal systems and process improvements
• Exposure to high-end, detail-driven residential projects

Success in This Role Looks Like

• Orders, deliveries, and selections are tracked in one place and nothing is lost between design and construction
• Backorders and delays are flagged early enough for the team to make a decision before they affect the schedule
• Subcontractor documents are complete and current before work or payment
• Buildertrend and Airtable are accurate, so leadership and clients hear the same status every time
• Designers, Project Managers, and Directors spend less time chasing paperwork and more time on design, field, and client work
• Schedule: Full-time; weekday business hours with flexibility; office and remote admin work plus site, warehouse, and delivery runs in Scottsdale, Paradise Valley, and the surrounding area
• Benefits: unlimited PTO and flexible hours, wellness reimbursement, and 401(k) with company match

If you are an organized, proactive coordinator who loves keeping complex projects on track and enjoys working between design and construction, we'd love to hear from you.

Living with Lolo is an equal opportunity employer. We welcome applicants of all backgrounds and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected characteristic.