Design Project Coordinator

Written By Jenna

DETAILS

Location: Gig Harbor/Tacoma area (Remote + In-Person as Needed)
Hours: TBD based on workload; flexible schedule with room to grow
Compensation: Hourly, based on experience and qualifications

Styled Out West is seeking a highly organized, resourceful, and proactive Design Project Coordinator to serve as the right-hand to our Principal Designer and CEO, Jenna Maenhout. In this fast-paced and dynamic role, you'll wear many hats—managing client communication, tracking project milestones, coordinating logistics, and ensuring nothing falls through the cracks.

While no prior interior design experience is required, this role requires someone who thrives in a creative, fast-moving environment, is deeply organized, and can anticipate both business and client needs without needing step-by-step direction. This position is ideal for someone who loves systems, values thoughtful client experiences, and wants to grow with a creative business over time.

This is a 1099 independent contractor position with the potential for long-term growth, deeper involvement, and more responsibility as the business continues to scale.

Key Responsibilities

Office and Administrative Support:

  • Manage and maintain all digital systems—including Google Drive, Gmail, and both personal and business calendars—ensuring schedules are organized, meetings are coordinated, and all relevant details are captured and communicated

  • Assist with invoicing and QuickBooks; ensure accurate tracking and processing of payments

  • Set up and manage vendor trade accounts; research new vendors and suppliers as needed

  • Help maintain an organized office—both digitally and physically—including office errands and cardboard/trash removal

  • Handle miscellaneous business tasks to support studio operations and streamline workflows

  • Take initiative to support Jenna and step in when she’s unavailable or focused on other business demands

Project Support:

  • Prepare materials for client-facing meetings and assist Jenna during in-person walkthroughs when needed

  • Oversee project timelines, proactively following up on outstanding tasks and vendor deadlines to keep everything on track

  • Order and manage all project-related deliveries, ensuring items are accounted for and arrive on schedule

  • Coordinate and assist on installation and photography days, including product placement and styling support

  • Manage client communication and workflows in Dubsado

  • Set up and maintain new project folders in Google Drive, supporting onboarding and internal tracking

  • Draft and manage weekly client recap emails for review and approval

  • Request, track, and return samples from vendor showrooms, both in-person and online

  • Ensure a white-glove client experience by anticipating needs, preparing thoughtful client gifts, and supporting each phase of the project with care and attention to detail

Must-Haves:

  • Exceptional organizational and time management skills to support multiple business facets

  • Strong sense of initiative and ownership—able to anticipate needs and create structure in a fast-paced environment

  • Ability to prioritize effectively, juggle tasks across multiple projects, and stay calm under pressure

  • Proficiency in Google Suite (Docs, Sheets, Calendar, Gmail)

  • Experience using Dubsado or similar client workflow tools

  • Familiarity with Mac systems (including Notes and Photo Sharing)

  • Willingness to work in-person 1–2 days a week and attend client meetings when needed

  • Commitment to providing a thoughtful and elevated client experience

BONUS EXPERIENCE (NOT REQUIRED):

  • ECanva, Pinterest, Squarespace, Instagram, or DesignFiles

  • Interior design, project management, or operations experience in a design or service-based business

  • Content creation or social media support for creative brands

While this is an independent contractor role to start, there is opportunity to grow with Styled Out West and make a meaningful impact in a creative and rewarding environment. If you’re ready to bring your organizational skills to an exciting and fast-paced role, we’d love to hear from you!

Jenna