Office Coordinator & Client Relations

Job Description

Job Description

Location: Silver Spring, MD (On-Site)

Employment Type: Contract-to-Hire (1099 Contractor with the opportunity to transition to a full-time employee position)

Compensation: $25-$30 per hour, based on experience

About IBD

IBD is an award-winning, women-led interior design firm specializing in residential, commercial, and multifamily projects throughout the DMV region and beyond. Led by a Principal Designer with more than 30 years of experience, IBD delivers full-service interior design solutions, including renovations, new construction, space planning, custom furnishings, procurement, project management, and installation.

As our firm continues to grow, we are seeking a highly organized, client-focused Office Coordinator & Client Relations to serve as the operational backbone of the business. This role is critical to ensuring projects, clients, vendors, and internal operations run smoothly, allowing our creative team to focus on delivering exceptional design work and client experiences.

Position Overview

This is a highly visible, client-facing role that supports both project execution and day-to-day business operations.

The Office Coordinator & Client Relations will work closely with the Principal Designer and creative team to manage administrative processes, coordinate project activities, client coordination, maintain communication across stakeholders, some marketing, and ensure critical deadlines are met.

The ideal candidate is exceptionally organized, proactive, detail-oriented, and enjoys creating order in fast-moving environments. This person should be comfortable interacting with high-end clientele, managing competing priorities, and anticipating needs before they arise.

Key Responsibilities

Front Office & Client Support

● Answer and manage incoming telephone calls, directing inquiries appropriately and ensuring a professional and welcoming client experience.

● Monitor and respond to general company email inquiries.

● Serve as a first point of contact for clients, vendors, and partners.

● Schedule consultations, project meetings, vendor appointments, site visits, and installations.

● Manage calendars for the Principal Designer and project team.

● Assist with client onboarding and administrative follow-up.

● Maintain professional and timely communication with clients throughout the project lifecycle.

Project Coordination & Administrative Support

● Maintain project schedules, timelines, milestone trackers, and task lists.

● Coordinate meetings, site visits, installations, vendor appointments, and client consultations.

● Prepare meeting agendas and distribute meeting notes and action items.

● Track project deliverables and follow up with team members, vendors, contractors, and clients to ensure deadlines are met.

● Organize and maintain project files, contracts, proposals, specifications, and client records.

● Assist with project status reporting and workflow management.

● Support the preparation of presentations, proposals, and client-facing materials.

Vendor & Procurement Coordination

● Communicate regularly with vendors, suppliers, contractors, installers, and consultants.

● Assist with purchase orders, invoicing, and procurement tracking.

● Monitor product orders, shipping schedules, and delivery timelines.

● Coordinate receiving, inspections, and installation logistics.

● Follow up on backorders, damaged goods, and outstanding vendor items.

● Maintain vendor information, pricing records, and procurement documentation.

Business Operations Support

● Support invoicing, expense tracking, and administrative reporting.

● Maintain CRM, project management systems, and company records.

● Ensure office systems, files, and administrative processes remain organized and up to date.

● Identify opportunities to improve workflows and operational efficiency.

● Provide general administrative support to the Principal Designer and leadership team as needed.

Required Qualifications

● 5+ years of experience in project coordination, administrative support, client services, office management, executive support, or a similar role.

● Exceptional organizational and time-management skills.

● Strong attention to detail and follow-through.

● Excellent written and verbal communication skills.

● Professional and polished client-facing presence.

● Strong customer service and relationship management skills.

● Ability to manage multiple priorities in a fast-paced environment.

● Proficiency with Microsoft Office Suite, Google Workspace, and cloud-based business tools.

● Ability to work independently while collaborating effectively with a team.

● Shows initiative to get the task completed

● Must have reliable transportation

● Works well in a fast-paced environment

Preferred Qualifications

Experience in one or more of the following industries is highly preferred:

● Interior Design

● Architecture

● Construction

● Real Estate

● Property Management

● Engineering

● Home Services

● Luxury Services

● Other project-based professional services environments

Additional experience with the following is a plus:

● QuickBooks

● CRM systems

● Project management software

● Procurement or purchasing processes

What We're Looking For The ideal candidate is:

● Highly organized and detail-oriented

● Professional, polished, and client-service focused

● Resourceful and proactive

● Calm under pressure and adaptable to changing priorities

● An excellent communicator with strong follow-up skills

● Comfortable managing multiple moving pieces simultaneously

● Solutions-oriented and dependable

● Passionate about creating exceptional client experiences

● Experience in a “Start-up” environment

WE ARE NOT LOOKING FOR AN INTERIOR DESIGNER OR SOMEONE WHO WANTS TO BE ONE FOR THIS ROLE!!!

Success in This Role Looks Like

● Clients receive prompt, professional communication.

● Phone calls, emails, and inquiries are handled efficiently.

● Project timelines and administrative tasks stay on track.

● Vendors and contractors receive timely follow-up.

● Documentation, schedules, and records remain organized and accurate.

● The design team can focus on creative work while operational details are managed effectively.

● The office and project workflow operate smoothly and efficiently.

Work Environment

This is a fully on-site position based in Silver Spring, Maryland.

Candidates must be available Monday through Friday and willing to participate in the day to day operations of the office, but not limited to.

A valid driver's license and reliable transportation are strongly preferred.

Interiors by Design is a boutique design studio focused on residential, commercial and multifamily design projects with a commitment to detail, creativity, and client experience. At Interiors by Design, we celebrate creativity in all its forms, striving to create a harmonious blend of the unconventional and the familiar in our projects. Each design endeavor serves as a unique opportunity for our team to craft beautiful spaces that engage the senses and challenge conventional norms. Our expertise encompasses design, interior decorating, project management, and procurement, ensuring a comprehensive approach to every project.

Company Description

Interiors by Design is a boutique design studio focused on residential, commercial and multifamily design projects with a commitment to detail, creativity, and client experience. At Interiors by Design, we celebrate creativity in all its forms, striving to create a harmonious blend of the unconventional and the familiar in our projects. Each design endeavor serves as a unique opportunity for our team to craft beautiful spaces that engage the senses and challenge conventional norms. Our expertise encompasses design, interior decorating, project management, and procurement, ensuring a comprehensive approach to every project.