Project Coordinator & Chief of Staff

About Us

Southside Specialties is a premier design and build firm in Northern Virginia. We are dedicated to delivering premium-quality service, professional integrity, and timeless outdoor spaces for our high-end residential clientele. Our team works closely with homeowners to understand their dreams for their outdoor spaces, crafting custom plans that elevate everyday life and make their vision a reality.

Position Overview

We are seeking a highly talented and experienced operations coordinator and Chief of Staff with a strong background in high-end residential construction projects. This is the operational backbone of a fast-moving luxury design-build business. As Chief of Staff & Operations Coordinator, you will serve as a trusted adviser to the CEO, extend the founder's reach, and convert decisions into action.

You’ll run the calendar, triage client needs, field calls, follow up with clients & prospects, and help draft project proposals. If you thrive with minimal direction, move fast & pivot quickly, and take ownership and action, then this role is built for you.

Key Responsibilities

• Act as a trusted advisor to the sales and operations team, facilitating effective, timely decision-making.
• Review and prioritize client inquiries, determine the proper course of action, and delegate to the appropriate individual.
• Ensure all staff issues are handled properly, efficiently, and judiciously - tracking progress until resolved.

Administration & Operations

• Organize the day's key tasks, team priorities, and active projects.
• Build clear, repeatable processes and close gaps before they become problems.
• Triage the inbox, surface what needs attention, and handle the rest.
• Draft polished, on-brand replies so every client hears back promptly.

Scheduling & Client Booking

• Own the calendar and coordinate consultations, site visits, and design meetings directly with clients and prospects.
• Manage the booking pipeline...