• Act as the primary communication bridge between project teams, clients, and leadership to ensure alignment and execution of project objectives. • Assist with initial project setup by processing engagement agreements, creating and sending invoices, gathering required information, and entering data into internal systems. • Coordinate scheduling, meetings, and follow-ups across project teams and clients. • Prepare meeting agendas, materials, and documentation, as needed. • Attend meetings, take notes, and distribute summaries or action items. • Maintain organization of tasks and workflows within CRM systems. • Track project timelines, deliverables, and deadlines to ensure projects stay on schedule. • Provide general administrative support to team members and leadership. • Assist with side projects and cross-functional initiatives, as assigned. • Serve as a first point of contact by answering client calls, responding to inquiries, and routing communication appropriately. • Communicate professionally with current and prospective clients via phone and email. • Prepare client invoices, process payments, and distribute confirmation.

• Act as the primary communication bridge between project teams, clients, and leadership to ensure alignment and execution of project objectives • Assists with initial project setup by processing engagement agreements, creating and sending invoices, gathering required information, and entering data into internal systems • Coordinate scheduling, meetings, and follow-ups across project teams and clients • Prepares meeting agendas, materials, and documentation, as needed • Attends meetings, takes notes, and distributes summaries or action items • Maintains organization of tasks and workflows within CRM systems • Track project timelines, deliverables, and deadlines to ensure projects stay on schedule • Provides general administrative support to team members and leadership • Communicates professionally with current and prospective clients via phone and email • Prepares and issues client invoices, processes payments, and distributes confirmations • Assists with month-end and year-end close processes, as needed

About the Role  The Administrative Assistant / Coordinator is the engine behind our custom order pipeline. Your job is simple in concept but critical in execution: take a customer inquiry from the very first message all the way to a sent invoice — without us having to step in. Customers come to us at all different stages. Some know exactly what they want. Some have a budget and a vibe and not much else. You meet them where they are, figure out what they need, guide them through the process, and get them to the finish line.    Right now, one person is handling everything in-store — custom orders, walk-ins, follow-ups, deadlines — and the volume has outgrown a single set of hands. This role exists to divide and conquer. You take ownership of the remote side of custom order coordination so our in-store team can focus on what they do best and we can serve more customers, faster.    Key Responsibilities  Inquiry Management & Customer Communication  - Respond to incoming custom order inquiries promptly and professionally using approved language and messaging  - Quickly assess each customer's level of knowledge, budget, and vision to tailor your communication approach accordingly  - Ask the right questions to gather all necessary information needed to build an accurate quote  - Guide customers through the custom production process in a clear, friendly, and efficient manner  - Manage communication across multiple channels (email, text, DMs, etc.) without letting anything fall through the cracks    Quoting & Order Coordination  - Decipher customer requests and translate them into actionable production details  - Make informed recommendations on art direction, garment selection, decoration methods, and overall product fit based on the customer's goals and budget  - Build accurate quotes with correct pricing and present them to customers clearly  - Send payment links and ensure payment is collected before orders move into production  - Coordinate all order details so the in-store team receives a complete, ready-to-execute package    Follow-Up & Customer Retention  - Follow up with customers who have received quotes but have not yet confirmed their order  - Re-engage previous customers to encourage repeat business and referrals  - Maintain an organized record of all active, pending, and completed inquiries  - Proactively flag urgent timelines or at-risk orders to the in-store team    Process & Workflow Management  - Own the inquiry-to-invoice pipeline end-to-end, escalating only when necessary  - Adapt and improve communication templates and workflows as the team finds more efficient approaches  - Help identify volume bottlenecks and suggest solutions to maximize the number of orders we can process  - Work in sync with the in-store team to ensure seamless handoffs and shared visibility on order status    Bonus Skills (Not Required, But a Strong Plus)  - Ability to make basic design edits or adjustments using tools like Canva, Photoshop, or similar  - Experience creating product mockups for customer approval  - Familiarity with garment ordering and blank sourcing from wholesale suppliers

About the Role  The Administrative Assistant / Coordinator is the engine behind our custom order pipeline. Your job is simple in concept but critical in execution: take a customer inquiry from the very first message all the way to a sent invoice — without us having to step in. Customers come to us at all different stages. Some know exactly what they want. Some have a budget and a vibe and not much else. You meet them where they are, figure out what they need, guide them through the process, and get them to the finish line.    Right now, one person is handling everything in-store — custom orders, walk-ins, follow-ups, deadlines — and the volume has outgrown a single set of hands. This role exists to divide and conquer. You take ownership of the remote side of custom order coordination so our in-store team can focus on what they do best and we can serve more customers, faster.    Key Responsibilities  Inquiry Management & Customer Communication  - Respond to incoming custom order inquiries promptly and professionally using approved language and messaging  - Quickly assess each customer's level of knowledge, budget, and vision to tailor your communication approach accordingly  - Ask the right questions to gather all necessary information needed to build an accurate quote  - Guide customers through the custom production process in a clear, friendly, and efficient manner  - Manage communication across multiple channels (email, text, DMs, etc.) without letting anything fall through the cracks    Quoting & Order Coordination  - Decipher customer requests and translate them into actionable production details  - Make informed recommendations on art direction, garment selection, decoration methods, and overall product fit based on the customer's goals and budget  - Build accurate quotes with correct pricing and present them to customers clearly  - Send payment links and ensure payment is collected before orders move into production  - Coordinate all order details so the in-store team receives a complete, ready-to-execute package    Follow-Up & Customer Retention  - Follow up with customers who have received quotes but have not yet confirmed their order  - Re-engage previous customers to encourage repeat business and referrals  - Maintain an organized record of all active, pending, and completed inquiries  - Proactively flag urgent timelines or at-risk orders to the in-store team    Process & Workflow Management  - Own the inquiry-to-invoice pipeline end-to-end, escalating only when necessary  - Adapt and improve communication templates and workflows as the team finds more efficient approaches  - Help identify volume bottlenecks and suggest solutions to maximize the number of orders we can process  - Work in sync with the in-store team to ensure seamless handoffs and shared visibility on order status    Bonus Skills (Not Required, But a Strong Plus)  - Ability to make basic design edits or adjustments using tools like Canva, Photoshop, or similar  - Experience creating product mockups for customer approval  - Familiarity with garment ordering and blank sourcing from wholesale suppliers