Administrative Coordinator (Part-Time, Flexible, Remote)

About Sweethearts Design

Sweethearts Design is a Cleveland-based interior design firm specializing in creating spaces that seamlessly blend functionality with thoughtfully curated design elements. We offer an array of services, including furnishings, styling, kitchens, baths, and more.

At Sweethearts Design, we believe that a well-designed space enhances everyday life. We are a collaborative, passionate, and detail-oriented team dedicated to delivering exceptional interiors for our clients.

We are seeking an Administrative Coordinator to help streamline the backend operations of our business. This role is integral to ensuring the smooth execution of client projects and operational efficiency. As we continue to grow, there may be opportunities to expand responsibilities within the role.

Please only submit a resume if you meet all of the qualifications.

Job Duties & Responsibilities:

• Place and manage orders for materials, furnishings, and client projects.

• Request, track, and return samples in a timely manner.

• Handle local area returns to stores as needed.

• Manage order issues with vendors, including returns, damages, and discrepancies, ensuring resolution from start to finish.

• Respond to client inquiries and provide project updates.

• Track all product and material purchases, monitor shipping and delivery timelines, and proactively communicate updates.

• Assist in keeping clients informed of project progress.

• Support the owner with administrative and occasional personal tasks.

• Shop locally for styling items as needed.

• Coordinate estimates and vendor accounts.

• Organize materials, samples, and project-related documents.

• Maintain clear records of tasks and transactions.

• Perform other administrative duties as assigned.

About the Role:

• Part-time (up to 10 hours per week).

• 1099 Independent Contractor position.

• Flexible schedule, but must be available for regular in-person check-ins with the owner.

• This is a remote/work-from-home position, but candidates must reside within 10 miles of Pepper Pike, Ohio for in-person responsibilities.

• Reliable transportation is required for tasks involving shopping, deliveries, and returns (mileage reimbursement to be discussed).

• Weekly hours and tasks may fluctuate based on project needs.

• The contractor must provide their own reliable computer, phone, and internet connection and track all duties performed with integrity and honest timekeeping.

Ideal Candidate Qualifications:

• 3+ years of administrative experience,

• Strong self-motivation and ability to work independently with minimal supervision.

• Excellent verbal and written communication skills.

• Highly organized, detail-oriented, and efficient in managing multiple tasks.

• Ability to proactively identify and solve problems as they arise.

• Strong time management skills with the ability to meet deadlines.

• Professionalism and composure when interacting with clients and vendors.

• Resourceful with a “figure-it-out” mindset.

• Design sensibility is a plus.

Why Join Us?

This role is ideal for someone who enjoys working behind the scenes, problem-solving, and bringing structure to a creative environment. If you love organizing, streamlining processes, and supporting a growing business, we'd love to hear from you!

How to Apply:

To apply, please submit your resume along with a brief cover letter explaining why you’d be a great fit for this role. Email to sweetheartsdesigns.office@gmail.com with the subject line administrative coordinator and your name.