Office & Systems Coordinator

Office & Systems Coordinator

KBR Design | Bernardston, MA
Full-time | In person | $25–$30 per hour

KBR Design is seeking an experienced, resourceful Office & Systems Coordinator to keep our administrative processes, client communications, and project information running smoothly.

The ability to learn and master business software quickly is essential. We need someone who can understand a platform, follow a process from start to finish, and take responsibility for keeping work moving accurately and efficiently.

You should be comfortable figuring things out, asking thoughtful questions, accepting feedback, and following through without constant reminders. We value demonstrated ability, initiative, and a willingness to keep learning.

The Role

Working directly with ownership, you will coordinate with designers, vendors, bookkeeping, and marketing support. We have established processes in place and need someone who can learn them, manage their daily execution, and help refine them as we grow.

Responsibilities include:

• Maintaining accurate client records, project information, documents, tasks, and deadlines.
• Coordinating appointments, client communications, and follow-up activities.
• Preparing and organizing proposals, agreements, and other documents using information provided by ownership and designers.
• Tracking outstanding selections, approvals, signatures, and order information.
• Keeping shared files organized and information accessible.
• Coordinating billing information and supporting documentation with bookkeeping.
• Learning software features, troubleshooting routine issues, and working with platform support when needed.
• Helping team members use our systems consistently and documenting procedures.
• Identifying missing information and resolving administrative bottlenecks.

Software You Will Work With

• Houzz Pro — client management, proposals, and project workflows.
• Buildertrend — project documentation, communication, and coordination.
• Google Workspace — Gmail, Drive, Docs, Sheets, and Calendar.
• Microsoft 365 — Word, Excel, Outlook, and related applications.
• QuickBooks Online — familiarity is helpful but not required.

Prior experience with Houzz Pro or Buildertrend is a strong advantage. You do not need experience with every application listed, but you must demonstrate that you can learn unfamiliar software quickly and use it effectively in daily business operations.

What We’re Looking For

• Experience independently coordinating office workflows, administrative responsibilities, or project information.
• Strong software aptitude and confidence researching answers and solving problems.
• Excellent organization, attention to detail, and follow-through.
• Professional, clear written and verbal communication.
• The ability to prioritize competing needs and recognize when to ask for direction.
• Sound judgment, discretion, and accountability.
• A practical approach, willingness to learn, and pride in doing work well.

Experience in kitchen and bath design, remodeling, construction, or a showroom environment is helpful. A college degree is not required.

Schedule & Flexibility

This is a full-time, in-person position with flexibility in scheduling. You must be available when business operations, client appointments, and team coordination require it. When those needs are covered, deadlines are met, and responsibilities are current, there is room to adjust your schedule in coordination with ownership.

We value dependable availability, completed work, and consistent follow-through, and we respect the importance of flexibility outside of work.

Pay & Benefits

• $25–$30 per hour, based on relevant experience and demonstrated software proficiency.
• Health insurance.
• Dental insurance.
• Life insurance.
• Paid time off (PTO).
• Flexible scheduling consistent with business needs.

Why KBR Design

This is an opportunity to work closely with ownership, make a visible contribution, and build a long-term role with a growing local business. We value initiative, respect, teamwork, and people who take ownership of their responsibilities. As you demonstrate your abilities and learn the business, there is room to grow.

To Apply

Please submit your résumé. Be prepared to discuss a business application you learned and how you used it to manage your responsibilities.

The interview process includes a practical exercise focused on learning software, organizing information, and working through a typical client workflow.

Pay: $24.00 - $30.00 per hour

Expected hours: 36.0 – 42.0 per week

Work Location: In person