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Design & Project Manager Assistant / Project Coordinator

Position Summary

BA Kitchen & Bath Design is seeking a highly organized, detail-oriented Design & Project Manager Assistant to support both the Design Manager and Project Manager throughout all phases of residential remodeling projects. This role is responsible for project coordination, client communication, document management, invoicing, payment collection, scheduling, and maintaining accurate project information in JobTread and the company CRM. The ideal candidate is proactive, customer-focused, and thrives in a fast-paced construction environment.

Key Responsibilities

Assist the Design Manager and Project Manager with daily administrative and project coordination tasks.
Prepare estimates, proposals, contracts, change orders, and other project documents.
Create and send client invoices and follow up on outstanding payments.
Maintain accurate project records, documents, and schedules in JobTread.
Manage and update client information within the CRM.
Coordinate project schedules, material deliveries, and subcontractor appointments.
Schedule client meetings, site visits, and project milestones.
Communicate with clients, vendors, suppliers, and subcontractors regarding project updates and scheduling.
Track project progress and assist with keeping projects on schedule.
Support permit applications, inspections, and project documentation as needed.
Monitor project tasks and ensure deadlines are met.
Assist with ordering materials and verifying delivery schedules.
Maintain organized digital and physical project files.
Provide exceptional customer service by responding promptly to client inquiries.
Assist with project closeout documentation and warranty information.
Perform additional administrative and operational duties as assigned.

Qualifications

Required experience using JobTread.
Experience with CRM software.
Strong organizational and time management skills.
Excellent verbal and written communication skills.
Ability to manage multiple projects simultaneously.
Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace.
Ability to work independently while collaborating with multiple departments.
Experience in residential remodeling, construction, or interior design is strongly preferred.

Preferred Skills

Knowledge of construction scheduling and project management.
Experience with invoicing, payment collection, and customer service.
Familiarity with construction documents, permits, and change orders.
Strong problem-solving abilities and attention to detail.
Professional, dependable, and team-oriented attitude.

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Design & Project Manager Assistant / Project Coordinator — BA Kitchen and Bath Design

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Role summary

The Design & Project Manager Assistant / Project Coordinator is an operational owner responsible for day-to-day execution and coordination of a defined design/build project within BA Kitchen and Bath Design. The role maintains the project plan and schedule, assigns and tracks tasks, facilitates team and stakeholder communication, monitors progress against milestones, identifies and escalates risks or blockers, and produces regular status reporting for the accountable Project Manager, sponsor, or client. The Coordinator operates within delegated boundaries and does not make decisions on scope, budget, or resourcing; such decisions are escalated to the accountable manager.

This document defines the position objectives, measurable results (OKRs and KPIs), the problems the role solves for internal and external customers, core responsibilities, escalation/authority boundaries, and the key skills, abilities, and knowledge required for effective performance.

\n\n

Primary objectives and expected outcomes (high-level OKRs)

Objective 1 — Maintain on-time execution: Ensure the project adheres to the approved schedule and reaches key milestones when expected.\n
- Key Result A: Deliver 90% of project milestones on or before scheduled target dates each quarter.
- Key Result B: Reduce schedule slip occurrences by 50% within 6 months through active tracking and mitigation.
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Objective 2 — Keep stakeholders informed and coordinated: Provide timely, accurate communications and reduce information gaps.\n
- Key Result A: Produce and distribute consistent status reports to stakeholders at agreed cadence (weekly or biweekly) with 95% on-time delivery.
- Key Result B: Maintain an up-to-date project task register with task completion updates within 48 hours of change.
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Objective 3 — Surface and mitigate execution risks: Identify blockers early and escalate appropriately so that decisions are made before impacts grow.\n
- Key Result A: Log and escalate 100% of risks classified as “medium” or “high” within 24 business hours of identification.
- Key Result B: Track mitigation actions and close 80% of logged risks within the planned mitigation window.
\n
Objective 4 — Support budget and procurement visibility (as delegated): Provide timely monitoring of delegated expense items and vendor coordination to prevent avoidable cost impacts.\n
- Key Result A: Maintain delegated expense tracking accuracy within ±5% of recorded actuals each month.
- Key Result B: Coordinate vendor delivery and acceptance so that 95% of vendor milestones are met within contracted windows (where Coordinator is responsible for coordination).
\n

\n\n

Key Performance Indicators (KPIs)

Milestone adherence rate — percentage of milestones completed on or before scheduled date.
Task closure timeliness — percent of tasks updated/closed within 48 hours of completion.
Issue & risk escalation compliance — percent of qualifying risks/issues escalated within the required timeframe.
Status report reliability — percent of reports delivered on schedule and containing required content (schedule, risks, open actions).
Stakeholder satisfaction (operational) — periodic internal and client feedback scores related to communication clarity and responsiveness.
Budget tracking accuracy for delegated items — variance between tracked and actual expenses for items the Coordinator monitors.
Vendor coordination effectiveness — percent of vendor actions completed on time when Coordinator is the primary coordinator.

\n\n

Problems this role solves (internal and external)

Internal problem — fragmented execution: Consolidates tasking, schedule, and status so the design and delivery teams work from a single, reliable operational view instead of disparate spreadsheets or ad-hoc updates.
Internal problem — delayed decision making: Identifies and escalates blockers early so managers and sponsors can make timely trade-offs instead of reacting to crises.
Internal problem — inconsistent communications: Standardizes cadence and content of status reports and meetings to reduce rework and misalignment between design, procurement, and installation functions.
External problem — client uncertainty: Provides clients and external stakeholders with predictable, timely status and clear points of contact so expectations are managed and commitments are visible.
External problem — vendor coordination failures: Acts as the central operational coordinator for vendor logistics and handoffs to reduce missed deliveries and installation delays.

\n\n

Core responsibilities and scope

Maintain and control the master project schedule; update plans to reflect approved changes and communicate impacts to the accountable manager.
Create, assign, monitor, and close project tasks using approved project tools; ensure task owners provide timely progress updates.
Prepare and distribute regular status reports, action logs, and meeting minutes to internal teams, the Project Manager, sponsor, and client as required.
Facilitate recurring project meetings (e.g., weekly coordination, design reviews, procurement checkpoints) and track resulting actions to closure.
Identify, document, and classify risks and issues; propose mitigation options and escalate those requiring authority beyond the Coordinator’s remit.
Coordinate vendors and consultants operationally (scheduling, delivery windows, on-site access) within delegated responsibilities; escalate vendor performance issues to the accountable manager.
Track delegated expenses and financial commitments where assigned; report variances and raise budget concerns to the Project Manager or sponsor.
Maintain project documentation (plans, drawings, RFI logs, change logs) and ensure version control and access for stakeholders.
Act as the central operational contact for day-to-day questions; route decisions needing scope/budget/resource changes to the Project Manager or sponsor for resolution.
Continuously improve coordination processes by capturing lessons learned and proposing updates to tools and templates to the Project Manager.

\n\n

Key skills, abilities and knowledge required

Project coordination skills: strong experience maintaining schedules, task registers, status reporting, and meeting facilitation in design or construction environments.
Organizational proficiency: ability to manage multiple simultaneous workstreams and maintain up-to-date project artifacts with attention to detail.
Communication: clear, concise written and verbal communication for internal teams, vendors, and clients; ability to tailor messages to different stakeholders.
Risk and issue management: ability to identify, assess, document, and escalate issues with recommended mitigations.
Tools literacy: proficiency with project management tools (e.g., MS Project, Smartsheet, Asana, Monday, or equivalent), spreadsheets, and document management systems.
Procurement and vendor coordination knowledge: understanding of purchase order, delivery, and acceptance processes; scheduling of vendor activities.
Basic financial tracking: ability to monitor delegated budget items, log expenses, and report variances to decision-makers.
Interpersonal skills: collaborative, service-oriented approach; ability to work with technical designers, field teams, suppliers, and clients.
Problem solving and escalation judgement: recognize which issues can be resolved operationally and which require escalation, and do so promptly.
Continuous improvement mindset: track lessons learned, propose process improvements, and adopt new tools or templates as directed.
Desirable experience: prior coordination work in residential/commercial kitchen and bath design, construction, or interior fit-out projects; familiarity with trade sequencing and field constraints.

\n\n

Authority, decision boundaries and escalation

The Coordinator has authority to maintain and update operational artifacts, assign and follow up on tasks, coordinate vendor logistics within delegated scopes, and track delegated expenses. The Coordinator does not have authority to approve changes to project scope, authorize budget changes, or reallocate resources. Decisions that affect scope, budget, or resources must be escalated to the Project Manager or sponsor per defined escalation pathways and within the agreed response timeframes. The Coordinator is accountable for timely escalation and for presenting concise impact analyses to support decision-making.

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Design & Project Manager Assistant / Project Coordinator

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