Seasonal Showroom Administrative Assistant

The Shade Store•Portland, OR

19h•Onsite

About The Position

This seasonal position is intended for approximately four months, with the potential to extend based on business needs. As a Seasonal Showroom Administrative Assistant, you’ll play a key role in supporting Design Consultants by coordinating appointments, maintaining showroom standards, and ensuring consistent, high-quality customer follow-up. This role is ideal for someone who is highly organized, proactive, and passionate about customer service, project coordination, and design, while gaining hands-on experience in a fast-paced, design-driven retail environment.

Requirements

At least 1-3 years in retail, sales, project management or customer service with a focus on a high-end experience.
Proficiency in Microsoft Outlook, Teams, and CRM systems (Salesforce, NetSuite, etc.) is preferred.
Associate’s Degree in a related field preferred or equivalent experience.

Nice To Haves

Team Oriented: Collaborating effectively with colleagues to achieve common goals and maintain a positive, supportive team environment.
Effective Communication: Clearly conveying information to ensure understanding and foster collaboration.
Customer Service: Going above and beyond to understand and exceed customer expectations at every touchpoint.
Project Management: Organizing and executing tasks efficiently to meet deadlines and deliver successful outcomes.
Prioritization: Identifying and focusing on the most important tasks to maximize productivity and impact.
Attention to Detail: Managing multiple tasks with accuracy, ensuring customer information, appointments, and orders are handled meticulously.
Time Management: Effectively balancing tasks such as administrative duties, customer follow-ups, and showroom operations to meet deadlines.
Adaptability: Adjusting quickly to changing priorities, customer needs, and showroom dynamics.
Problem-Solving: Identifying challenges and proactively finding solutions to ensure smooth processes and customer satisfaction.

Responsibilities

Support Design Consultants with customers by gathering project details and relaying information to the assigned Design Consultant.
Respond to customer inquiries via various channels and provide timely responses.
Engage with customers to provide them with product collateral and materials.
Confirm customer’s appointment details to ensure the customer is clear on what to expect during their appointment.
Engage with the customer to define and provide clarity to the project process, current state, and next steps.
Set up and manage appointments for design consultations, ensuring accurate scheduling and timely follow-ups.
Coordinate Consultations (SR + Virtual) as well as support In Home Visits to ensure proper showroom coverage.
Follow up on rough/final quotes to customers to ensure quotes are opened and any outstanding questions answered.
Collaborate with Design Consultants on their sales pipeline to identify the support needed.
Monitor the status of orders placed to ensure the product is on site for installation.
Support market events/training as a project coordinator.
Available as a resource for the Area Sales Manager to collect and collate information.
Collaborate with the Area Sales manager to ensure schedules align with business needs.
Support daily showroom operations by maintaining a clean, welcoming environment.
Play an active role in merchandising updates, product launches, and showroom design enhancements.
Ensure all showroom displays are fully operational and effectively showcase products.
Provide flexible support for showroom coverage as needed across the market.
Monitor and maintain stock levels of swatches, showroom materials and marketing collateral.
Maintain open communication with the team to support operational efficiencies and ensure seamless showroom operations.