Job Description

OFFICE COORDINATOR

Who We Are

Via Design is an architecture and interior design firm with over 35 years of experience serving clients in the commercial, residential, hospitality, and retail sectors in Grand Rapids and beyond. Our integrated team, including architects, interior designers, furniture makers, 3D rendering specialists, and administrative staff, is dedicated to creating thoughtful, enduring spaces that reflect each client’s vision.

As a small and collaborative studio, every person plays an essential role in our success. We take pride in a supportive, team-oriented culture, where initiative, attention to detail, and a shared commitment to quality design shape everything we do.

What You’ll Do

We are seeking a full-time Office Coordinator to join our team and support the daily operations that enable our projects to run smoothly.

Hours: Monday through Friday, 8:00 AM – 5:00 PM, in-office.

RESPONSIBILITIES

· Welcome visitors and provide hospitality, including serving refreshments.

· Prepare and tidy conference rooms for meetings.

· Answer phones across all business segments in a professional manner.

· Oversee the upkeep and functionality of the breakroom, office equipment, and recycling, ensuring shared appliances and resources are well-maintained and operational.

· Maintain general office organization and cleanliness.

· Process incoming and outgoing mail and shipments.

· Support other administrative tasks as assigned, including ordering office supplies, tracking subscriptions, scheduling meetings, and managing files.

· Lead event planning by coordinating and executing office and client events, including our annual summer and Christmas parties, staff lunches, and other celebratory events.

· Assist designers with documents, including Excel spreadsheets, Word files, and PowerPoint presentations.

· Assist designers by archiving project files including documents and finishes

Who You Are

We are seeking a candidate with a college degree in business, hospitality, or a related field, or with at least three years of relevant experience. Strong verbal and written communication skills are essential, as is a service-oriented, “can-do” attitude toward both clients and colleagues. The ideal candidate is highly organized, detail-oriented, proactive, and proficient in Microsoft Office. Experience in, or an interest in, the design industry is a plus.

What We Offer

We offer a salary commensurate with experience, along with full-time benefits that begin on the first day of employment. Our comprehensive benefits package includes health insurance with an H.S.A. and a generous employer contribution, 401(k) with a 4% company match, company-paid short- and long-term disability and life insurance, a cell phone plan, wellness reimbursement, paid time off, and holiday pay.

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