Design Center Scheduling & Administrative Coordinator

Position Summary

The Design Center Scheduling & Administrative Coordinator serves as the primary point of contact for new homebuyers and provides comprehensive administrative and scheduling support for the Design Center team. This role ensures smooth coordination between buyers, designers, and internal departments while maintaining the professional appearance, organization, and functionality of the Design Center. This position manages homebuyer scheduling, supports design appointments, assists with community documentation, and upholds an exceptional client experience from the first contact through final selections.

Key Responsibilities

Scheduling & Homebuyer Coordination

· Serve as the central contact for scheduling all homebuyer design appointments across multiple showrooms and designer calendars.

· Review and verify incoming homebuyer (HB) sheets for accuracy; update and input data into Pharaoh.

· Contact buyers promptly upon receipt of their HB sheet to schedule their appointment.

· Send confirmation and follow-up emails to buyers and sales teams.

· Track all community cutoffs and COE dates to ensure appointments occur within deadlines.

· Monitor and report on cancellations, builder conversions, and reschedules.

· Assist in assigning preplots and VIP requests to designers.

· Maintain accurate appointment logs and ensure timely communication with all stakeholders.

Administrative & Designer Support

· Prepare and audit design appointment folders; ensure all required documents are included and up to date.

· Support designers by handling administrative tasks such as scanning, filing, and uploading digital documents.

· Process buyer deposits and track approvals for photo layouts and stone selections.

· Perform daily data entry for internal tracking, including updates for the Community Status Report (CSR) and President’s Report.

· Provide light tech support for designers and assist with troubleshooting during appointments.

· Maintain accuracy across all design documentation, ensuring consistent auditing and compliance with internal processes.

Showroom Management & Customer Experience

· Open and close the showroom daily, ensuring cleanliness, functionality, and readiness for appointments.

· Maintain a welcoming environment for buyers—greet clients professionally and assist with refreshments.

· Oversee showroom presentation, including product samples, displays, and overall appearance.

· Monitor vendor visits, sample updates, and inventory of standard and model materials.

· Coordinate with the Facility Maintenance Coordinator regarding repairs and cleaning standards.

· Order and stock office supplies, snacks, and beverages as needed.

Community Administration

· Assist with setup and maintenance of community folders and documents throughout project lifecycles.

· Attend community kickoff meetings and model walks to document details and ensure accuracy of materials and processes.

· Audit community-specific folders and contracts to confirm correct product and diagram information.

· Update cutoff trackers and communicate changes to scheduling and design teams.

Collaboration & Communication

· Communicate effectively with designers, sales, builders, and management.

· Maintain awareness of deadlines, deliverables, and priorities across all communities.

· Participate in team meetings, trainings, and process improvement initiatives.

· Serve as backup for other DCAs or scheduling functions as needed.

Required Skills & Abilities

· Strong multitasking and organizational skills with attention to detail.

· Excellent communication and customer service skills.

· Ability to remain calm and professional under pressure.

· Proficiency in Microsoft Office Suite and database systems (e.g., Pharaoh).

· Ability to manage sensitive information confidentially.

· Initiative to identify issues and implement practical solutions.

Education & Experience

• High school diploma or equivalent required; some college preferred.
• Minimum 2 years of administrative or scheduling experience, ideally in a design, construction, or real estate environment.
• Experience supporting multiple stakeholders in a fast-paced setting.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing and walking during showroom activities.
• Must be able to lift up to 15 pounds as needed.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person