Administrative Project Coordinator

Job Description

Job Description

Administrative Project Coordinator

Location: Long Island City, NY
Schedule: Monday–Friday, 8:30 AM–4:30 PM
Employment Type: Temp-to-perm

Overview

An established furniture restoration company in Long Island City is seeking a hands-on Administrative Project Coordinator to manage client projects from the initial request through completion and invoicing.

This is a busy, client-facing position for someone who is organized, proactive, and comfortable keeping multiple moving pieces on track. The ideal candidate takes ownership, anticipates what needs to happen next, and follows through without requiring frequent reminders.

Key Responsibilities

• Manage approximately 10–15 active client projects at various stages of completion.

• Communicate directly with residential and corporate clients regarding quotes, scheduling, project updates, pickups, deliveries, and general questions.

• Prepare and send quotes using pricing provided by the owner and follow up with clients regarding approvals.

• Coordinate furniture pickups, deliveries, service appointments, and related logistics.

• Order and track fabrics, hardware, materials, and other project supplies.

• Work closely with vendors, suppliers, drivers, the shop foreman, and production staff to keep projects moving forward.

• Follow up on outstanding approvals, materials, deadlines, and project deliverables.

• Prepare work orders and maintain accurate project files, notes, approvals, and supporting documentation.

• Identify potential delays or issues, work toward solutions, and escalate matters to the owner when appropriate.

• Ensure completed projects have all required paperwork and information ready for invoicing.

• Assist with vendor invoices and project-related cost tracking.

• Provide general administrative support to the owner.

• Help improve office organization, project tracking, and day-to-day workflows.

Qualifications

• Strong organizational skills and close attention to detail.

• Proactive, persistent, and highly reliable.

• Demonstrated ownership and follow-through.

• Professional and comfortable communicating with clients, vendors, and internal team members.

• Able to manage changing priorities without losing track of existing responsibilities.

• Capable of creating structure and staying organized in a busy, small-business environment.

• Comfortable managing up and keeping the owner informed of priorities, issues, and deadlines.

• Experience with QuickBooks is helpful but not required; training will be provided.

• Experience in furniture, construction, architectural woodworking, interior design, or a related field is a plus but not required.

Candidates with backgrounds in administrative support, project or account coordination, client services, office coordination, operations, or small-business environments are encouraged to apply.

Schedule

• Monday–Friday, fully onsite in Long Island City

• 8:30 AM–4:30 PM

• 40 hours per week, with possible overtime