Design and ArchitectureFull-TimeMid-level(3-5 yrs)
Job Description
The Design & Communications Coordinator at Salix Data will manage all phases of the client journey, coordinate design projects, and maintain administrative and operational systems to ensure seamless workflow execution in an interior design environment.
Key Responsibilities
Project & Client Coordination
Manage all phases of the client journey from initial inquiry through project installation.
Onboard new clients and manage expectations regarding timelines, scope, and deliverables.
Send, track, and maintain Master Service Agreements (MSAs) and Statements of Work (SOWs).
Coordinate design presentations, approvals, and installation schedules.
Prepare client and vendor meeting agendas.
Facilitate purchase orders and project proposals.
Track orders and shipments with vendors and maintain accurate order records.
Prepare installation checklists and support project installations.
Provide expediting reports to the design team and clients.
Manage installations in coordination with receiving warehouses, vendors, and trades.
Resolve product claims, repairs, and replacement follow-ups.
Send post-project follow-ups to clients including surveys and review requests.
Systems & Process Management
Maintain project management and documentation systems such as Monday.com, Studio Designer, and Dropbox.
Continuously improve systems and processes to increase efficiency and streamline workflows.
Organize and maintain client files and documentation within Dropbox.
Team & Office Coordination
Support Senior Designers with team organization and administrative coordination.
Prepare for and facilitate weekly team meetings.
Manage new leads and project pipeline, including scheduling introductory calls and consultations.
Maintain the team calendar, scheduling meetings and sending reminders to clients, vendors, and designers.
Ensure the office environment remains organized, productive, and welcoming, including managing supplies and provisions.
Vendor & Partner Management
Maintain relationships with vendors, tradespeople, and suppliers.
Identify and onboard new vendors aligned with the company’s design vision.
Collect and maintain W9 forms and proof of insurance for new trades.
Schedule vendor meetings and coordinate participation in trade events such as High Point Market.
Financial Coordination
Support Senior Designers with financial tracking and communication.
Liaise with the bookkeeper on weekly reconciliation updates.
Manage Accounts Payable (AP) and Accounts Receivable (AR) processes.
Communicate with clients regarding outstanding payments when necessary.
Qualifications & Experience
2–3 years of experience in the interior design industry or a related field.
Experience coordinating design projects, vendors, and client communications.
Proficiency in Microsoft Office Suite, particularly Outlook, Word, and Excel.
Experience using Monday.com and Studio Designer is preferred.
