Administrative Coordinator Design Services Team

Administrative Coordinator

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.

Falkbuilt's approach to interior constructionDigital Component Constructioncombines 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

• 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.

• 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.

• 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: TuesdayThursday, 9:00 AM 5:00 PM | 24 hours per week