Operations Coordinator

nuSPACE Corporate Interiors; San Francisco (CA); On-site; USD 34,000 - 55,000; Part time

Job summary

nuSpace Corporate Interiors is seeking an organized Internal Operations Coordinator to act as the operational hub for our sales and project teams. You will provide administrative, operational, and coordination support to move client projects from proposal to installation.

You'll work with sales consultants, project managers, designers, manufacturers, installers, and clients to manage timelines, documentation, and issue resolution, ensuring smooth project flow and exceptional client experiences.

Qualifications

• 3+ years in operations, project coordination, sales support, or admin roles.
• Excellent organizational, prioritization, and time management skills.
• Outstanding written and verbal communication.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and QuickBooks.
• Experience with CRM software and project tracking tools preferred.
• Ability to manage multiple priorities with a positive, solution-focused attitude.
• Experience in commercial interiors, office furniture, construction, architecture, or CRE preferred.

Responsibilities

• Support sales by preparing proposals, quotes, presentations, and project documentation.
• Maintain accurate client information in the CRM system.
• Schedule client meetings and coordinate calendars and installations.
• Order and track all orders, project flow, and punch list items.
• Ensure outstanding action items are completed promptly.
• Deliver professional customer service through timely communication.
• Coordinate furniture orders from placement through installation.
• Review vendor acknowledgements for pricing and delivery schedules.
• Track order status and communicate updates to teams and clients.
• Identify scheduling or delivery risks and resolve issues proactively.
• Ensure project documentation is accurate and up to date (COI, contacts, move-in/out).
• Maintain organized digital project files and documentation.
• Assist with budgeting, PO tracking, and reporting.
• Help improve internal systems and processes to increase efficiency.
• Prepare reports and spreadsheets using Microsoft Office.
• Support leadership with administrative and operational projects as needed.

Skills

3+ years operations experience

Organizational skills

Communication

MS Office

CRM experience

Multitasking

Commercial interiors

Tools

Microsoft Office

QuickBooks

Job description

Schedule:Part-Time (20–30 hours per week)

Compensation:Competitive hourly rate based on experience

http://www.nuspaceci.com

About nuSpace Corporate Interiors

At nuSpace Corporate Interiors, we believe that thoughtfully designed workplaces inspire collaboration, creativity, and business success. For more than 30 years, we've partnered with organizations throughout the Bay Area to create innovative, functional work environments that support the way people work today.

Our success is built on exceptional customer service, trusted relationships, and a team that genuinely enjoys working together. We believe every interaction matters—from the first client meeting to the final installation—and we're looking for someone who shares our commitment to excellence.

As we continue to grow, we're seeking a highly organized, proactive Internal Operations Coordinator who enjoys bringing order to complexity, keeping projects moving, and supporting a team that delivers outstanding results for our clients.

Position Summary

The Internal Operations Coordinator serves as the operational hub for our sales and project teams. This role provides administrative, operational, and project coordination support to ensure client projects move seamlessly from proposal through installation.

You'll work closely with our sales consultants, project managers, designers, manufacturers, installation teams, and clients to coordinate information, manage timelines, maintain accurate documentation, and proactively resolve issues before they become problems.

The ideal candidate thrives in a fast-paced environment, enjoys juggling multiple priorities, communicates professionally, and takes pride in creating exceptional experiences for both clients and teammates.

Key Responsibilities

Operations & Client Support

• Support the sales team by preparing proposals, quotes, presentations, and project documentation.
• Maintain accurate client information within the CRM system.
• Schedule client meetings, coordinate calendars, and client installations.
• Order and track all orders, project flow, and punch list items.
• Ensure outstanding action items are completed promptly.
• Deliver exceptional customer service through timely, professional communication.

Project Coordination

• Coordinate furniture orders from placement through installation.
• Review vendor acknowledgements for accuracy, pricing, and delivery schedules.
• Track order status and communicate updates to internal teams and clients.
• Identify potential scheduling or delivery risks and work proactively to resolve issues.
• Coordinate with manufacturers, vendors, installation teams, and project partners to ensure projects remain on schedule.
• Ensure all project documentation is accurate and up to date throughout each phase, including COI requirements, property manager contacts, and move-in/move-out procedures.

Operations Support

• Maintain organized digital project files and documentation.
• Assist with project budgeting, purchase order tracking, and reporting.
• Help improve internal systems and processes to increase efficiency.
• Prepare reports and spreadsheets using Microsoft Office.
• Support leadership with administrative and operational projects as needed.

What We're Looking For

The ideal person for this role is naturally organized, detail-oriented, and enjoys helping others succeed. You're someone who takes initiative, anticipates needs, and follows through without constant direction.

You love creating structure, improving processes, and making sure nothing falls through the cracks.

You are equally comfortable communicating with clients, coordinating with vendors, supporting a sales team, and managing multiple moving pieces simultaneously.

Qualifications

• 3+ years of experience in operations, project coordination, sales support, office management, or administrative support.
• Excellent organizational, prioritization, and time management skills.
• Outstanding written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office, including Outlook, Excel, Word, PowerPoint and QuickBooks.
• Experience with CRM software and project tracking tools preferred.
• Ability to manage multiple priorities while maintaining a positive, solution-focused attitude.
• Experience within commercial interiors, office furniture, construction, architecture, or commercial real estate is highly preferred.

Our Ideal Team Member

We're looking for someone who...

• Takes ownership rather than waiting to be asked.
• Enjoys solving problems and finding solutions.
• Communicates professionally and confidently.
• Builds strong relationships with clients, vendors, and teammates.
• Is dependable, accountable, and highly organized.
• Maintains a positive attitude under pressure.
• Loves checking things off a list and seeing projects come together.
• Looks for opportunities to improve processes and create efficiencies.
• Maybe required to assist field operations and interact with the client for sample drop-off and field verifications

Why Join nuSpace?

At nuSpace, you'll become part of a collaborative team that values integrity, professionalism, continuous improvement, and outstanding client service. Every member of our team plays an important role in creating workplaces that help our clients thrive.

We believe in empowering our employees, encouraging new ideas, and creating an environment where people enjoy coming to work.

If you're looking for an opportunity where your organizational skills, initiative, and positive attitude will truly make a difference, we'd love to meet you.

At nuSpace Corporate Interiors, we're not simply looking for someone to fill a position we're looking for someone who wants to become an important part of our team and help us continue delivering exceptional experiences for every client we serve.