Project Coordinator

Location:
NYC

Work Model:
Primarily work from home, with on-site work at the showroom, collaborator locations, project sites, and expos as needed. Occasional domestic or international travel may be required.

Compensation:
$60,000 – $80,000 annually + benefits (based on experience)

Reports to:
Special Projects Manager

About Calico Wallpaper

Calico Wallpaper creates bespoke, immersive wallcoverings through a blend of fine art, innovation, and craft. Our work sits at the intersection of art, design, and architecture, and we collaborate with leading designers, architects, institutions, and global partners.

We are entering an exciting period of rapid growth, with new showrooms opening and an expanding calendar of installations, collaborations, and exhibitions. This role is an opportunity to join a small but dynamic team at the forefront of design, contribute meaningfully to creative and operational projects, and grow with the company.

Position Summary

The Project Coordinator supports a wide range of responsibilities across project management, customer service, photography coordination, scheduling, logistics, event support, asset management, and internal systems. This role requires someone who is meticulous, proactive, highly organized, and excited by a blend of creative and operational work.

Graphic design experience is not required, but the ability to assist with simple marketing materials such as presentations, print ready lookbooks, and menus is a strong plus.

This role is ideal for someone who enjoys variety, learns quickly, communicates clearly, stays calm under pressure, and takes full ownership of tasks from start to finish.

Key Responsibilities

Project & Production Coordination

• 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

Showroom & Collaborator Support

• 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

Photography, Asset Management, and Design Support

• 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)

Marketing and Website Support

• 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

Digital Systems & Operations

• Maintain accurate Airtable task tracking, documentation, and workflow updates

• Support onboarding tasks for new employees (