About the Role
We are seeking a highly organized and detail-oriented Office Administrator to join our dynamic interior design and build firm in Bend, Oregon. This hybrid position offers the perfect blend of administrative support, client interaction, and project coordination in a creative, fast-paced environment. You'll play a crucial role in supporting our design team while maintaining the smooth operation of our office.
Key Responsibilities
Office Management & Administration
- Maintain physical office space including monthly cleaning routines, supply management, and sample library organization
- Manage vendor and subcontractor databases with performance tracking and contact coordination
- Organize and maintain digital filing systems in Dropbox with consistent naming conventions
- Handle quarterly inventory management for office supplies, design samples, and installation tools
Client Relations & Communication
- Manage complete client onboarding process through Dubsado our CRM platform
- Create client-specific organizational systems (folders, labels, sample cases)
- Provide regular project updates and maintain clear communication channels
- Coordinate client appointments and manage scheduling across multiple platforms
- Handle client inquiries professionally and promptly
Project Coordination & Support
- Update project tracking systems in Design Files and Harvest
- Assist with design phase coordination including sample ordering and quote preparation
- Support procurement processes by creating purchase orders and tracking deliveries
- Coordinate installation logistics and provide on-site support as needed
- Maintain detailed project documentation and timelines
Design & Marketing Support
- Assist with design board updates and client presentation materials
- Support procurement and installation phases with logistics coordination
- Help maintain digital asset libraries and project portfolios
Software & Systems Management
- Master multiple software platforms including Dubsado, Design Files, Harvest, and Google Suite, Dropbox
- Maintain organized digital workflows and file management systems
- Track project budgets, billable hours, and timeline milestones
- Generate reports and maintain tracking spreadsheets
Required Qualifications
- Administrative Excellence: 2+ years of administrative or office management experience
- Technology Proficiency: Comfortable learning and mastering multiple software platforms. Proficient in Google Workspace and Mac computers.
- Communication Skills: Excellent written and verbal communication with clients and team members
- Organization: Strong attention to detail with ability to manage multiple projects simultaneously
- Professional Demeanor: Friendly, professional attitude with service-oriented mindset
- Flexibility: Adaptable to changing priorities in a creative environment
- Local Availability: Must be available for 2-3 days per week in our Bend office
Preferred Qualifications
- Experience with CRM systems (Dubsado preferred) or project management software (Design Files)
- Background in interior design, construction, or related creative industry
- Familiarity with vendor management and procurement processes
- Experience with Google Workspace and cloud-based file management
What We Offer
- Competitive hourly wage of $20-25/hour based on experience
- Flexible hybrid schedule with 2-3 days in our beautiful Bend office
- Growth opportunities with potential to expand role and responsibilities
- Creative work environment with exposure to high-end design projects
- Professional development opportunities to learn industry-specific software and processes
- Work-life balance with part-time schedule and flexible arrangements
Growth Path
This position offers excellent opportunities for professional development, with potential advancement into marketing support, expanded client relations, or specialized project or office management roles as the business grows.
How to Apply
Please submit your resume along with a brief cover letter explaining your interest in supporting a creative design-build firm and your relevant administrative experience. We're looking for someone who thrives in organized systems while supporting creative processes.
We are an equal opportunity employer committed to creating an inclusive work environment.
Job Type: Part-time
Pay: $20.00 - $25.00 per hour
Benefits:
- Flexible schedule
Work Location: Hybrid remote in Bend, OR 97703
