Find & Apply For Office / Administrative Assistant Jobs in Rifle, Colorado

Design Center Coordinator Down Valley Design Center — Rifle, Colorado Full-time, non-exempt | In-showroom Tuesday through Thursday, with up to two remote workdays per week Anticipated start: September 2026 About the role Down Valley Design Center is a four-person kitchen and bath design, remodeling, and cabinet dealership serving Garfield, Pitkin, and Eagle counties. We design, sell, supply, and build. A single project runs through a designer, a cabinet manufacturer with a multi-week lead time, an outside countertop fabricator, and several subcontracted trades. The Design Center Coordinator is the administrative center of that. You could be the first person a customer meets, the person who turns an approved design into accurate orders and invoices, and the person who keeps the paperwork, the money, and the reputation of the company in order. Design and sales set direction; you make it real and keep it accurate. This is a detail job with a customer-facing front end. You need to be warm on the phone and exacting on a purchase order, and most people are naturally one or the other. If you are both, this is a good fit. It is also a small company — you will talk to customers, chase suppliers, and learn enough about cabinetry to be useful. There is no layer between you and the work. Showroom, customer inquiries, and lead intake Staff the showroom a minimum of three days per week, Tuesday through Thursday. Remote days are suspended when coverage requires it. Answer online, telephone, and in-person customer inquiries, and collect basic qualifying information. Enter all prospects into the CRM and coordinate follow-up activity with the design/sales staff. Manage the checkout and return of all showroom samples, including a log of what is out, with whom, and when it is due back. Maintain the showroom, displays, and sample library in presentable, current condition. Initial qualifying is performed to a written script provided by the design/sales team. You capture project scope, timeline, decision process, and budget expectations, and route the lead. You do not quote prices, estimate timelines, or make representations about cost. Estimating, invoicing, and job cost administration Create customer estimates and job cost information based on input approved by the design/sales staff. Create customer invoices based on customer-approved estimates. Create change orders in conjunction with the design/sales team. Update job cost records as change orders, punch-list items, and warranty orders occur. Estimates are built from the approved price book. You assemble and check them; you do not set or adjust markup. Every estimate is reviewed and approved by design/sales before it goes to a customer. Vendor orders and purchase order administration Input vendor orders based on approved designs and present them to the design/sales staff for approval; create the vendor purchase order on approval. Review vendor order acknowledgements for errors and omissions with the design staff, and obtain final acknowledgement approval. Log the confirmed ship date from each acknowledgement and track it to delivery. When a date moves, notify the project manager the day you learn it, so the customer hears it from us first. Process all warranty claims and ordering with vendors. Create the punch-list vendor orders, and update job cost and purchase orders based on the punch list provided by operations or design/sales. Track punch items to written closeout. Receive and check in deliveries against the packing list in conjunction with design/sales and operations; document damage or shortage and open the claim. Collect W-9s, certificates of insurance, and lien waivers from all vendors and subcontractors, maintain them on file, and track expiration dates. This role does not coordinate or direct subcontractors. Trade scheduling and direction stay with operations. The coordinator handles vendor documentation and order tracking only. Marketing and reputation Coordinate before, during, and after project photos with sales/design and operations. Coordinate customer contacts for Google reviews. Manage the customer referral program to maximize referrals. Maintain social media platforms (Meta/Facebook); create and post content twice per month. All three programs run to written rules provided by ownership. Review requests are unincentivized and sent to every completed customer, not a selected subset. Referral rewards are never conditioned on a review. Customer photos are taken and published only where a signed media release is on file. Office and bookkeeping Enter and match QuickBooks Online AP/AR and bank transactions. Code vendor and subcontractor bills and route them to the owner for approval; maintain the payables calendar. Track receivables against the contract payment schedule and follow up on aging balances. Maintain office supplies and perform light housekeeping.

General office administration:

filing, mail, vendor accounts.

Where this role stops:

this position enters and matches transactions. It does not reconcile and it does not release money. All payments require owner approval, at any dollar amount. Bank, AR, and AP reconciliations are performed by the owner. Discrepancies found while matching are escalated rather than adjusted. This is standard separation of duties for a small office. What success looks like By day 30: Answering the phone and covering the showroom independently. Every inbound lead is in the CRM the same day. You know the cabinet lines we carry and the difference between our door styles and finishes. By day 60: Owning the open-order log. Every order has a confirmed ship date on file, and you are the one who confirms it. You are sending customer status updates without being asked. By day 90: No customer learns about a schedule change from someone other than us. Job files are complete and current on every active project. Invoicing goes out on schedule and receivables are being followed. What we're looking for Required 2+ years in office administration, bookkeeping, or customer service. Construction, building materials, or trades experience preferred. Hands-on QuickBooks Online experience — AP and AR entry and bank transaction matching specifically. Accuracy with numbers, codes, and detail. A wrong finish code on a cabinet order is a multi-week problem and a margin problem. Strong written and verbal communication. Part of this job is telling a customer something they don't want to hear, clearly and early. Organized under interruption — able to hold a dozen open orders in a system rather than in your head. Comfortable in a customer-facing showroom setting. Reliable in-person attendance in Rifle. Preferred Experience with purchase orders, order acknowledgements, or vendor claims. CRM experience. Familiarity with construction job costing, change orders, W-9s, or insurance certificates. Comfort with Meta/Facebook business tools and basic photo handling. Bilingual English/Spanish, given our subcontractor base.

Pay:

$41,600.00 - $52,000.00 per year

Benefits:

Flexible schedule Paid time off

Work Location:

In person