Project Coordinator

RS Mannino; Rutherford (NJ); Remote; USD 55,000 - 75,000; Full time

Job summary

MANNINO Architecture & Design is seeking a Project Coordinator to support our Lead Project Manager in a fully remote role. You will handle backend studio organization, client onboarding, and sales administration for high-end projects.

You will engage prospective clients quickly, qualify leads, schedule discovery calls, manage CRM pipelines, and assist leadership with proposals and digital file setup, ensuring smooth project initiation.

Qualifications

• 1-3 years of professional project coordination or administrative experience.
• Experience in a high-end service, design, or professional services environment.
• Polished written communication skills suitable for luxury clientele.
• Proficient in Google Workspace with ability to learn studio tools quickly.
• Strong organization and proactive, detail-oriented workflow management.

Responsibilities

• Respond to inquiries across channels with rapid, polished replies.
• Qualify leads based on project scope, budget, and timeline.
• Schedule discovery calls with studio leadership and project managers.
• Maintain lead statuses and logs in the studio CRM and tracking systems.
• Assist leadership with formatting proposals and setting up digital client files.
• Attend internal meetings to log notes, track actions, and distribute summaries.

Skills

Lead response

Lead qualification

Calendar management

CRM proficiency

Google Workspace

Project coordination

Tools

CRM platforms

Project management software

Job description

Role Overview

MANNINO Architecture & Design is seeking an organized, polished, and detail-oriented Project Coordinator to join our team in a fully remote capacity. Working directly under our Lead Project Manager and assisting studio leadership with client intake, you will serve as the operational backbone of our architecture and design studio. This role focuses on backend studio organization, seamless client onboarding, Sales administration, and project administration for high-end projects.

Key Responsibilities

Lead Response & Sales Administration

• Immediate Lead Engagement: Act as the primary, rapid-response contact for all incoming inquiries across channels, ensuring prospective clients receive an immediate, polished initial response.
• Lead Qualification & Filtering: Vet prospective clients using studio criteria regarding project scope, budget, and timeline to qualify leads before routing them to leadership.
• Calendar & Discovery Scheduling: Coordinate and book initial discovery calls and consultation meetings directly on the calendars of studio leadership and Project Managers.
• Pipeline Management: Maintain accurate lead statuses, manage follow-up sequences, and keep communication logs organized in the studio CRM/tracking system to ensure no prospective lead falls through the cracks.

Client Experience & Onboarding Administration

• Own the prospective client intake workflow by organizing initial consultation details and onboarding materials.
• Assist leadership in formatting fee proposals, assembling preliminary presentation materials, and setting up digital files for new clients.
• Serve as a responsive, professional administrative touchpoint for prospective clients during their initial studio orientation.

Studio & Project Administration

• Provide continuous administrative support to Lead the Project Managers across all design phases.
• Track phase milestones, fee schedules, and project timelines to ensure internal deliverables remain on schedule.
• Attend internal project meetings to log detailed notes, track action items, and distribute summaries to the design team.
• Maintain organized project documentation, digital archives, and studio tracking systems.

Qualifications & Core Competencies

• Experience: 1-3 years of professional project coordination, sales administration, or administrative experience, ideally within a high-end service, design, or professional services environment.
• Speed & Agility: Demonstrated ability to handle time-sensitive inquiries with rapid response times while maintaining accuracy and discretion.
• Communication: Exceptional, polished written communication skills suitable for a luxury boutique clientele.
• Technical Aptitude: Proficient in Google Workspace with a proven ability to quickly learn digital studio tools, CRM platforms, and project management software.
• Organization: Exceptional attention to detail, proactive tracking skills, and the ability to manage multiple administrative workflows independently.