Project Coordinator
Calico Wallpaper creates bespoke, immersive wallcoverings at the intersection of art, design, and architecture. The Project Coordinator will support various responsibilities including project management, customer service, and logistics while contributing to creative and operational projects within a dynamic team.
Responsibilities
- Coordinate VIP installations, expos, fairs, and special projects from planning through execution
- Schedule and manage site measurements, installer communication, and vendor coordination
- Provide real time support during installations and expos, helping troubleshoot issues as they arise
- Assist with claims documentation, gathering photos, coordinating with Production and Claims Committee, and communicating with designers and installers
- Maintain accurate, timely documentation and updates in Airtable
- Support showroom installs and updates, including coordinating wall preparation, scheduling installers, and assisting with any in person needs
- Maintain and track the showroom’s large sample slider fixture, ensuring updates as new collections and colorways launch
- Coordinate collaborator events, previews, and meetings with designers, galleries, and partners
- Lead monthly outreach to clients and designers to request completed project photography
- Coordinate with photographers, including securing quotes, booking shoots, updating timelines, and ensuring deliverables meet brand needs
- Support coordination of process photoshoots for new collections
- Review incoming imagery for quality, consistency, and alignment with Calico’s visual standards
- Purchase photography as needed and maintain clear records of rights, licensing terms, and required credits
- Maintain and organize the digital asset archive to ensure fast, accurate access for Sales, Marketing, and external partners
- Track outreach, follow ups, and incoming assets in Airtable
- Assist with simple design needs such as marketing presentations, print ready lookbooks, menus, and occasional supporting materials (optional but a strong plus)
- Make updates to the website as directed by the Marketing Director, including press, news items, and project features
- Coordinate with Marketing to ensure accurate asset delivery for announcements, newsletters, presentations, and social media needs
- Maintain accurate Airtable task tracking, documentation, and workflow updates
- Support onboarding tasks for new employees (account setup, system access, tools)
- Assist with basic automations and workflow improvements
- Manage and troubleshoot the remote phone system
- Support logistical needs such as ordering samples, props, and materials
- Communicate professionally and clearly with Sales, Production, Development, Marketing, installers, vendors, and collaborators
- Coordinate shipments, deliveries, and material logistics for installations and events
- Work collaboratively across teams to support projects in a fast paced, high visibility environment
- Provide reliable, detail-oriented support across all assigned areas
Skills
- Exceptionally meticulous, with strong attention to detail
- Excellent follow through and ability to own tasks fully
- Proactive, resourceful, and eager to solve problems independently
- Strong multitasking abilities without losing track of details
- Clear and professional written and verbal communication
- Calm under pressure with excellent time management
- Positive, collaborative working style
- Comfortable learning new digital tools and systems
- Experience with Airtable or similar tools preferred
- Adobe Creative Suite (especially InDesign) is a plus but not required
- Ability to assist with simple marketing materials such as presentations, print ready lookbooks, and menus is a strong plus
Benefits
- Benefits provided per the Calico Employee Handbook
Company Overview