Ruff Haus Project Coordinator/Office Administrator San Diego, CA · Part time

Apply for Project Coordinator/Office Administrator

Overview

As the gateway to our firm, you will act as the liaison between clients, staff, and vendors. This role involves general office administration, project coordination, and exceptional customer service.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple tasks simultaneously while remaining calm and clear-headed.

Key Responsibilities

Office Administration:

• Proactively communicate with clients, staff and vendors, ensuring that they are well-informed and feel taken care of.
• Organize office files & forms, track client databases, and maintain procedures manuals, calendars, and contacts.
• Maintain and back up computer systems and files.
• Suggest and implement new office procedures.
• Write and send letters and thank-you notes as needed.
• Monitor and maintain the phone system and network.
• Occasional errands (e.g., post office, supplies, lunch pick-ups).
• Keep the office clean, organized, and stocked with supplies.

Project Coordination:

• Learn basic marketing and design terminology.
• Communicate effectively with vendors regarding project specifications, estimates, delivery and billing.
• Coordinate projects across vendors, freelancers, staff and clients.
• Coordinate and attend routine meetings with clients and staff.
• Communicate as needed with freelancers and vendors.
• Plan and manage project schedules and deadlines on time using project management tools and calendars.
• Meticulously document and manage active project files and archives.
• Maintain project archives and samples.
• Maintain project billing files and collaborate with the bookkeeper and team.
• Be aware of current technology and industry trends.

Daily Responsibilities:

• Open (and close) the office each day.
• Ongoing client communications (via video, phone and email), including needs and requests for project changes.
• Provide specs and files to vendors for orders and ensure timely delivery.
• Answer phones and sort incoming and outgoing mail for the building.
• Organize both digital and physical office and project files.
• Document, track and label invoices for vendor payments and coordinate with the bookkeeper.
• Act as a liaison between the building manager and the office for day-to-day management of the historic building.
• Proofread and edit documents as needed.

Required Skills and Qualifications:

• Proficiency in Apple iOS and Microsoft Office Suite.
• Experience with project management tools like Monday, Hive, and/or Slack.
• Strong organizational skills with attention to detail.
• Excellent communication and customer service skills.
• Basic understanding of project management.
• Ability to set priorities and execute tasks efficiently.

Desirable but Not Required:

• Familiarity with Adobe Creative Cloud Applications.
• Experience with WordPress or Squarespace.
• Understanding of network systems.

Important Traits:

• Curiosity and a desire to learn and apply new knowledge.
• A strong can-do attitude and willingness to take on new tasks.
• An overwhelming desire for organization, efficiency, and accuracy.
• Strong observation skills.
• Creative problem-solving skills and the ability to take charge.
• Customer-centric and team-oriented mindset.
• Ability to wear many hats and support other staff members proactively.
• Ability to stay calm under pressure and think creatively.
• Collaborative thinker, not afraid to ask questions and willing to offer and receive suggestions.

Education:

• Associate degree or higher

Experience:

• Office: 2 years (Preferred)

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday

Job Type: Part-time/Hourly

Expected hours: 25 – 30 per week

Pay: $18.50 - $22.00 per hour

How to Apply:

Please send your resume and a cover letter explaining why you are the perfect fit for this role.

If you do not provide a cover letter, we will assume you do not fit the above-required traits, and you will not be considered.