Front Office Coordinator

Position Overview Calculated Designs LLC is seeking a dependable, organized, and professional Office Coordinator to support the daily operations of our residential design and permitting company. This position plays a key role in helping keep office operations organized and projects moving efficiently. Responsibilities include client communication, scheduling, invoicing support, coordinating with staff, and maintaining organized project information and workflows. The ideal candidate is detail-oriented, professional with clients, capable of multitasking, and comfortable working in a fast-paced office environment. Experience or familiarity with residential construction, architecture, permitting, or contractor coordination is strongly preferred. Responsibilities Client & Office Communication Answer incoming office calls professionally Communicate with homeowners, contractors, consultants, and building departments Schedule meetings and appointments Assist with client follow-up and general office communication Maintain a professional and organized office environment Project & Workflow Coordination Help track project progress and maintain organized project records Coordinate communication between office staff, designers, submittals team, and remote Mexico staff Maintain accurate project notes and internal updates Assist with task coordination and scheduling updates Help ensure deadlines and follow-ups are properly tracked Administrative Support Assist with invoicing and payment follow-up Organize digital files and project documentation Support management with administrative and operational tasks Prepare documents and information for meetings and project coordination Maintain organized workflows and communication between departments Construction / Design Coordination Assist with communicating project-related information to clients and contractors Understand basic residential construction and design terminology Help coordinate permitting and project documentation processes Review incoming project information for completeness and organization Qualifications Preferred Qualifications Administrative or office coordination experience Strong organizational and multitasking abilities Professional communication and customer service skills Ability to work efficiently in a fast-paced office environment Strong computer and software skills Experience with project management or CRM software is a plus Experience in construction, architecture, permitting, or contractor coordination preferred Bilingual (English/Spanish) preferred Ideal Traits Dependable and professional Detail-oriented Strong follow-through Calm under pressure Team-oriented Self-motivated Organized and proactive Compensation Full-time position Competitive hourly pay based on experience Expected range: $19-$21 per hour About Calculated Designs LLC Calculated Designs LLC is a residential design and permitting company serving homeowners, contractors, and developers throughout Arizona. We specialize in residential design, remodels, additions, permitting coordination, HVAC design, and construction-related planning services. We are a fast-paced, team-oriented company focused on professionalism, organization, and delivering high-quality service to our clients.

Pay:

$19.00 - $21.00 per hour

Work Location:

In person