Office Administrator/Design Coordinator

Coastal Aquatic Creations specializes in building luxurious custom pools that embody the Southern California lifestyle. The company is committed to delivering high-quality projects with a strong focus on integrity and craftsmanship. With an experienced and dependable team, potential team members can expect to join a company that values professionalism, accountability, and customer satisfaction.Office Administrator / Design CoordinatorWe are seeking a highly organized, proactive, and personable Office Administrator / Design Coordinator to support daily operations and ensure the smooth functioning of our Calabasas office. This individual will serve as the first point of contact for Coastal Aquatic Creations, creating a warm, polished, and professional experience for our clients, vendors, and team.In this key role, you will serve as the central point of coordination for client communication, scheduling, administrative responsibilities, design selections, and overall office efficiency. You will answer incoming phone calls and emails, manage client communications, schedule client appointments and job-site meetings, coordinate with leadership and field personnel, and ensure that communication flows efficiently between clients and our team.This position also includes an important design component. You will meet directly with clients and guide them through the pool-building process as they select finishes and materials for their projects. The ideal candidate is professional, personable, highly organized, detail-oriented, design-minded, and comfortable communicating with clients throughout various stages of a construction project.Key ResponsibilitiesClient Communication & SchedulingServe as the first point of contact for all client communications, providing a professional, responsive, and welcoming experienceAnswer and manage incoming phone calls, emails, and general inquiriesRespond to client questions and appropriately direct technical or project-specific matters to the appropriate team memberCoordinate and schedule job-site meetings, client appointments, design meetings, and other project-related appointmentsManage company and leadership calendars and assist with day-to-day schedulingConfirm appointments and job-site meetings and communicate scheduling changes to clients and team membersMaintain consistent client follow-up and ensure inquiries and requests are addressed promptlyCoordinate communication between clients, leadership, project managers, field personnel, vendors, and other members of the teamCommunicate with clients regarding scheduling, finish selections, meetings, project coordination, and next stepsMaintain organized records of client communications, appointments, selections, and outstanding action itemsProactively follow up on outstanding items to help keep projects moving efficientlyDesign & Client SelectionsMeet with clients and guide them through the process of selecting pool finishes and materialsAssist clients with coordinating selections such as tile, coping, interior pool finishes, and other design elementsProvide a polished and organized selection experience while helping clients understand available optionsCoordinate selections and decisions with vendors, leadership, and project personnelMaintain accurate documentation of approved client selectionsRequest samples, pricing, availability, and product information from vendors as neededFollow up with clients regarding outstanding finish decisions to help maintain construction schedulesOrder materials, schedule deliveries and follow up accordinglyMaintain an organized and professional selection/sample area within the officeOffice Administration & CoordinationManage daily office operations and maintain a clean, organized, and efficient work environmentProvide administrative support to company leadership and project teamsMaintain calendars, appointments, client records, project information, and office documentationAssist with preparing correspondence, emails, documents, and other client-facing materialsCoordinate with vendors and subcontractors as neededTrack outstanding administrative and project-related items and follow through to completionMaintain office supplies, materials, samples, and general organizationAssist with additional administrative and operational responsibilities as neededQualificationsExcellent verbal and written communication skillsStrong interpersonal skills and a professional, polished demeanorExceptional organizational and time-management abilitiesComfortable answering phones and communicating directly with clients throughout the workdayAbility to coordinate multiple schedules, appointments, and job-site meetings simultaneouslyStrong attention to detail and ability to accurately document client decisionsAbility to prioritize and manage multiple responsibilities in a fast-paced environmentProactive, dependable, resourceful, and able to work independentlyStrong follow-through and ability to anticipate what needs to happen nextComfortable working closely with company leadership, clients, vendors, and field personnelAn eye for design, color, materials, and finishes is highly desirablePrevious experience in office administration, client service, design coordination, construction, interior design, architecture, or a related field is preferredIdeal CandidateThe ideal candidate is someone who genuinely enjoys working with people and takes pride in being the person who keeps communication, scheduling, and organization moving forward. You should be comfortable being the first person a client speaks with when they call our office and confident communicating professionally with clients throughout their project.We are looking for someone who is warm and personable while also being highly organized, accountable, and detail-oriented. You should be able to transition comfortably between answering a client call, scheduling a job-site meeting, coordinating with our team, following up on an outstanding selection, and sitting down with a client to help guide them through design decisions.This is an important client-facing position within our company and is ideal for someone who enjoys a combination of administration, communication, coordination, and design.