Project Coordinator

Innovative Home Renovations • Seattle, WA

6d • $34 - $40 • Onsite

About The Position

The Project Coordinator is the administrative and organizational backbone of IHR's project operations. You will work closely with our Interior Designers, Project Managers, and Site Superintendents to keep every active project running on schedule, on budget, and fully documented from kickoff through close. This is not a passive administrative role. Success requires proactive follow-through, disciplined recordkeeping, comfort coordinating across many stakeholders, and the judgment to know when to escalate an issue before it becomes a problem. You will manage the details that keep projects moving — scheduling, documentation, procurement tracking, financial administration, Trade Partner coordination, and client communication — so that the rest of the team can focus on design, field execution, and client relationships. If you are someone who takes ownership of your work, stays organized under pressure, communicates clearly, and gets things done — this role is for you.

Requirements

• Proficiency with Microsoft Office and Smartsheet
• Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously
• Strong written and verbal communication skills — clear, professional, and consistent
• Proactive follow-through: you don't wait to be asked twice, and you don't let things fall through the cracks
• Ability to anticipate needs, adapt to changing priorities, and find solutions independently
• Attention to detail and accuracy in documentation, scheduling, and financial administration
• Comfort working in a fast-paced, collaborative environment with a small, close-knit team
• Strong analytical skills with the ability to manage logistics, planning, and scheduling
• Reliable with patience and professionalism
• Team player who can work closely with others and take time to help co-workers, customers, and subcontractors achieve their goals and assignments.

Nice To Haves

• Experience with QuickBooks Online, PandaDoc, and HubSpot
• Background in residential construction, remodeling, interior design, or a related field
• Familiarity with project management principles and basic bookkeeping practices

Responsibilities

• Maintain and update all active Project Roadmaps and milestone schedules
• Schedule client meetings, Trade Partner site visits, and service appointments throughout the project lifecycle
• Send meeting invitations, reminders, and supporting documents to all parties
• Communicate schedule changes promptly to clients, team members, and Trade Partners
• Create and maintain organized project folders for every active project
• Prepare and maintain the Initial Project Scope, Selections List, Design & Planning Stage Roadmap, and Build Stage Roadmap
• Maintain the Client Design & Planning Stages Dashboard and Build Stage Client Dashboard
• Ensure alignment among the Project Scope, Selections List, and Cost Analysis through all project changes and updates
• Prepare client agreements and supporting documents; track agreement status and signatures
• Maintain accurate, complete project documentation throughout the full project lifecycle
• Assist the Interior Designer with selections management and order coordination
• Procure approved materials and finishes; track orders from purchase through delivery
• Monitor lead times and proactively notify the team of delays or substitution needs
• Coordinate deliveries with suppliers and Trade Partners
• Create and issue approved work order agreements to Trade Partners
• Schedule Trade Partner work and site visits
• Serve as the administrative point of contact for Trade Partners and suppliers
• Track bids, agreements, and outstanding follow-up items
• File invoices and receipts in the appropriate project folders
• Prepare and submit payment requests for purchases outside the standard invoice workflow
• Process AWR (Additional Work Request) documentation and related administrative steps
• Create and issue client invoices for initial payments, progress payments, final payments, AWRs, and hourly Design & Planning work
• Communicate project updates to the Interior Designer/Project Manager and Site Superintendent
• Follow up on outstanding action items with clients, suppliers, and Trade Partners
• Keep clients informed and up to date throughout the project
• Maintain the Projects inbox: organize, tag, pin, archive, and remove messages to keep communication current and actionable
• Help identify and implement improvements to internal processes and workflows
• Assist in developing and maintaining standard operating procedures (SOPs)
• Maintain organized project records and systems across all active and completed projects

Benefits

• Health, Dental, & Vision Insurance (IHR covers 75% of premiums)
• Basic Life Insurance (IHR covers 100%)
• 401(k) retirement plan with 5% employer match
• 16 days Paid Time Off + 10 paid holidays (including office closure between Christmas and New Years)
• Continuing education and professional development opportunities
• All equipment and software provided
• Coffee & snack bar
• Collaborative, supportive team environment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed