Projects & Operations Coordinator 

Reports to: Principal

Location: San Francisco Bay Area (On-site) 

Type: Full-time, Hourly 

About the Role

We are seeking a highly organized, detail-oriented Projects & Operations Coordinator to support the day-to-day operations of our firm. Working closely with the Principal, design team, and procurement team, this role coordinates project administration, scheduling, resource planning, workflow tracking, and business systems to ensure projects and studio operations run efficiently. 

This is a highly administrative, coordination-focused role ideal for an early- to mid-career professional interested in project operations and supporting a collaborative design team. 

Key Responsibilities

Project Administration & Coordination

• Maintain project schedules, milestones, deadlines, and task assignments across all active projects. Support project setup, organization, and closeout processes. Maintain project records, meeting notes, documentation, and file organization.

• Manage project workflows within our firm’s project management software (ClickUp), ensuring tasks, timelines, dependencies, and responsibilities are accurately tracked and updated.

• Monitor project progress and proactively identify overdue tasks, scheduling conflicts, or workflow bottlenecks. 

• Assist with consultant, contractor, installer, and vendor coordination to support project execution.

Operations & Systems Management

• Serve as administrator for ClickUp, Harvest, Google Workspace, Dropbox, and other studio management systems.

• Ensure project data, files, and records are organized, accurate, and accessible.

• Support ongoing process improvements that increase efficiency, accountability, and visibility across projects.

• Develop and maintain operational procedures, documentation, and standards.

• Assist with onboarding and training team members on project management systems and workflows.

Resource Planning & Team Scheduling

• Coordinate team workload planning and project assignments in partnership with the Principal. Maintain project staffing schedules and monitor team capacity across active projects.

• Track project allocations and identify scheduling conflicts, workload imbalances, or resource gaps.

• Manage Harvest time tracking administration and reporting.

• Support forecasting and planning efforts to ensure balanced workloads and efficient project delivery.

Studio Operations Support

• Support day-to-day studio operations and administrative functions.

  • Maintain internal calendars and project schedules (project site visits, furniture/decor deliveries, and installation dates).

  • Coordinate internal meetings and follow-up action items.

  • Assist with vendor / consultant coordination.

• Provide support for project installations and photo photoshoots, and special events when required.

• Help ensure a high level of organization, communication, and accountability across the studio.

Marketing & Brand Support

• Coordinate with marketing-related consultants: 

  • Social media agency: Review monthly content and review/approve Instagram posts.

  • LTK / Brand Partnerships: Coordinate social media content / product links for LTK page in collaboration with social media consultant.  

  • Publicist: Review press opportunities and organize content (project photography / write-ups) for publication submissions.

• Coordinate submissions for design industry awards and recognition programs (Luxe RED Awards, IAD Awards, California Home + Design Awards, Architectural Digest Directory, etc). Track deadlines and maintain an annual calendar of marketing, publication, and award opportunities.

Required Qualifications

• 2–5 years of experience in project coordination, operations, administrative support, studio management, or a related role.

• Demonstrated ability to manage multiple priorities, deadlines, and administrative processes simultaneously.

• Strong organizational skills and exceptional attention to detail.

• Interest in project operations, business systems, workflow management, and team coordination.

• Experience supporting project teams or managing administrative functions in a professional environment.

• Proficiency with Google Workspace and cloud-based file management systems.

• Highly proactive, resourceful, and systems-oriented mindset.

Preferred Qualifications

• Experience in interior design, architecture, or construction environments.

• Experience with Studio Designer, ClickUp, Harvest, and Dropbox.

To Apply: Please email your resume and a brief note about your interest in the position to interiors@caitlinjonesdesign.com with the subject line “CJD Projects & Operations Coordinator // (Your Name)”. We look forward to hearing from you.