Project Coordinator

The Opportunity

The studio is in a period of strong growth, both at home and abroad, and we are looking for a Project Coordinator to support our traditional design team.

The Project Coordinator keeps projects moving on schedule, keeps clients, consultants, vendors and our own team well informed, and gives our designers the space to focus on design. You will be the day-to-day point of contact for scheduling, follow-up and communication on every project you support.

This is a hands-on role for someone who takes pleasure in bringing order to a busy studio. You track many moving pieces with ease, anticipate what is needed before it is asked, and see every task through to completion. You will work closely with the project lead, who remains responsible for design direction and key project decisions.

The Project Coordinator reports to the Business and Operations Manager.

Key Responsibilities

Project Coordination

• Create and maintain project plans, timelines and deliverable schedules across several concurrent projects
• Track progress against deadlines and raise delays, scope creep or misalignment early
• Keep project leads and the Business and Operations Manager informed of project status, risks and upcoming milestones
• Coordinate, organize and attend installations and photoshoots as required
• Manage the ordering, tracking and follow-up of samples, finishes and product information from vendors

Client, Consultant and Vendor Communication

• Serve as the day-to-day point of contact for clients on the projects you support
• Schedule and coordinate project meetings with clients, consultants and the construction team
• Take meeting notes and ensure that outcomes, decisions and changes reach the people who need to act on them
• Track deliverables, timelines and correspondence with clients and vendors
• Escalate client concerns, scope changes and delivery risks to the project lead promptly
• Work closely with consultants, contractors and vendors to keep information and materials moving

Internal Coordination and Follow Up

• Prepare project leads for upcoming meetings, milestones and deadlines by ensuring the right information and materials are in hand
• Follow up internally to keep every commitment and open item on track
• Track project hours and expenses against budget, and bring any concerns to the Project Lead and the Business and Operations Manager
• Maintain clear, current project files and documentation

Working Conditions

• Office based
• Hybrid: 4 days per week in our Vancouver studio, 1 day remote
• Flexibility required around installations, which can occasionally fall on evenings or weekends

Qualifications

• 3 to 5 years of experience in project coordination or project management, ideally within design, architecture or construction
• Exceptional organizational skills: you manage complexity with composure, keep systems tight and bring order to the moving parts of a busy studio
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office or Google Workspace
• Familiarity with interior design project workflows and processes is an asset
• A strong sense of autonomy and a natural instinct for problem-solving
• Foresight and initiative: you read a situation, anticipate what is needed and handle it without fanfare
• An open, honest communication style: you are warm in manner, precise in your words and thoughtful in how you engage with colleagues and clients alike
• A service-oriented mindset: you understand that supporting others well is its own form of excellence, and you take pride in it
• A humble, collaborative spirit
• An openness to AI and new technology, with real curiosity about how they can streamline studio workflow

Compensation: $58,000 - $65,000 annually.

How to Apply

If you're energized by this opportunity, we want to hear from you! Please submit your resume and cover letter to careers@kellydeckdesign.com.

Candidates must be legally authorized to work in Canada. We thank all applicants for their interest; however, only those selected for an interview will be contacted.