Administrative Coordinator

Behind the Design•Denver, CO

8d•$58,000 - $65,000•Onsite

About The Position

A family-driven storefront retailer based in Denver, Colorado, we proudly serve clients and wholesalers across the front range from our welcoming showroom. Specializing in custom drapery and innovative motorization, we deliver exceptional window covering solutions for luxury homes. Our team creates personalized designs that seamlessly blend beauty, functionality, and smart technology, all backed by a commitment to quality craftsmanship, thoughtful service, and strong community values. We’re looking for an organized, proactive Administrative Assistant who thrives in a fast-paced environment and enjoys being at the center of operations. The position provides executive-level administrative support, assisting leadership with coordination, communication, and day-to-day operational needs. Success in this role requires someone who is adaptable, resourceful, and comfortable shifting priorities as business needs evolve, while maintaining strong attention to detail and a positive, solutions-oriented mindset.

Requirements

Ability to type 50+ WPM
Proficient in Microsoft Office, Google Workspace, Adobe Suite, and CRM software
Ability to lift up to 40 lbs
Strong attention to detail and ability to follow procedures accurately
Friendly and professional demeanor, polished appearance, and confident communication style
Strong written and verbal communication skills
Excellent self-management, organization, problem-solving, and time management
Demonstrated ability to multi-task, pivot, and display flexibility as needed

Responsibilities

Maintain a proactive mindset by anticipating needs, identifying opportunities for improvement, and addressing issues before they escalate.
Schedule consultations, measures, installations, and account follow-ups, working with vendors and partners along the way.
Execute lead follow-up campaigns to secure appointments and follow-up campaigns for unsold quotes
Input contact and project details into CRM system, assigning next steps to the appropriate sales rep and updating calendars accordingly
Coordinate communication and sample material exchanges between clients and stylists
Upload tracking numbers, delivery ETAs, and project updates
Assist in client updates, final paperwork and closeouts, and payment receipts
Deliver products to clients or vendors when necessary
Oversee warranty and remake projects: gather necessary client info, coordinate scheduling and invoicing
Execute outreach and follow up via phone and email to develop new and existing accounts
Manage client appreciation in conjunction with sales schedules
Greet walk-in clients, answer calls, and create a welcoming environment for customers
Provide quotes for walk-in customers requesting small repairs, parts
Assist with event planning and logistics for internal meetings, team lunches, and birthdays
Maintain the cleanliness, organization, and overall presentation of the showroom and office spaces to ensure a welcoming environment for clients and guests.
Ensure lighting, signage, and general showroom functionality are operating properly.
Organize, maintain, and update hardware samples, showroom displays, and sample libraries.
Ensure fabric books, hardware samples, and other design resources are properly labeled, stored, and accessible for the design team.
Monitor inventory of showroom materials, supplies, and refreshments, ensuring everything is stocked and well-presented.
Support seasonal or promotional showroom updates to keep the space fresh and visually appealing.
Coordinate maintenance for the company vehicle, including detailing and repairs
Manage routine cleaning schedules and relationships with cleaning or maintenance vendors as needed.
Address minor maintenance issues as identified, and schedule repairs with vendors or building management when necessary.
Proactively maintain the exterior of the building to ensure a safe and welcoming environment, including seasonal tasks such as snow removal at the showroom entrance and walkways, and fall foliage or debris cleanup.