Mathias Collective is a trusted resource for creative direction and client representation related to architecture and interior design projects. We artfully blend passion with practicality and beauty with function. As visionary translators, we ensure the entire creative team aligns seamlessly with our client's vision.
Our client portfolio includes corporate offices, high-end residential properties, entertainment venues, and bespoke spaces often for high-net-worth individuals. Mathias Collective excels in serving clients who demand exceptional attention to detail and discretion, bringing attunement, clarity, and expertise to every engagement.
We prioritize long-term relationships with our clients, building trust through consistent excellence and a deep understanding of their unique needs. Our team's most important traits mirror the company's core values-and are the reason clients choose us: we are trustworthy, transformative, curious, connected, visionary, and valuable partners in realizing their ambitions.
Office Coordinator
RESPONSIBILITIES
Administrative Support • Managing office correspondence (including multiple inboxes, incoming calls, incoming and outgoing mail). • Assisting leadership with scheduling, travel, and meeting preparation and documentation. • Organizing and updating internal databases, documents, and files.
Office Management • Overseeing office maintenance, cleanliness, and assist with vendor relationships. • Managing inventory and procurement of office supplies. • Assist in coordinating IT and tech support requests.
Financial & HR Support • Assisting with regular expense tracking and invoice processing. • Regular Credit Card and expense reconciliations. • Assist Director of Operations in organization and execution of Accounts Payable and Accounts Receivable. • Supporting the Director of Operations in functions such as onboarding new hires and maintaining record organization. • Enter and organize data in Harvest (time and expense tracking). • Generate and deliver weekly and monthly reports.
Project & Client Coordination • Assisting teams with document preparation and client communications. • Coordinating internal and external meetings. • Attend and document meetings as needed.
Culture & Team Support • Assist in organizing team events, meetings, and morale-boosting activities. • Ensuring a welcoming and efficient work environment for employees and clients (lights and sound). • Manage and provide hospitality for any in-office Client visits. • Maintain, organize, and tidy common areas. • Maintain and organize the interior design library, ensuring materials and resources are up-to-date.
Marketing & Social Media (preferred, but not required) • Compile and organize marketing materials. • Assist in creating and executing a regular social media calendar. • Research industry trends and assist with content creation for social media for marketing initiatives. • Support the coordination of photoshoots, website updates, and additional marketing efforts as needed.
POSITION OVERVIEW
The Office Coordinator at Mathias Collective ensures the smooth and efficient operation of the office. This role is essential
in supporting leadership, maintaining office logistics, and fostering a productive work environment. The ideal candidate is
outgoing, detail-oriented, and highly organized, excelling in hospitality and dedicated to managing and executing streamlined
processes to support the team's success. By assisting in day-to-day operations, vendor relationships, and administrative needs,
the Office Coordinator contributes to the firm's overall efficiency and effectiveness.
ULTIMATELY YOUR WORK SHOULD • Enhance Mathias Collective's efficiency by ensuring seamless office operations and support. • Support the team's productivity by managing administrative and logistical tasks with accuracy and initiative. • Foster a positive and welcoming office culture by organizing team events and creating a collaborative workspace. • Strengthen client interactions by maintaining professional communication, coordination, and hospitality support.
Education: Bachelor's degree preferred but not required
Experience: Prior experience in administrative, office management, or operations support role preferred,
but not required
Software Proficiency: General skills in Microsoft Office Suite (Word, Excel, Outlook, SharePoint) and Adobe Creative Suite (Photoshop, InDesign, Acrobat)
Preferred Knowledge: Familiarity with Bluebeam is helpful, but not required.
Industry Knowledge: Experience in professional services, design, architecture, or a related industry is a plus
Specific Skills: Exceptional organization, communication, and problem-solving skills with a proactive approach.
WORK SCHEDULE AND EXPECTATIONS
Mathias Collective is located at 1005 17th Avenue South, Suite 650 in Nashville, Tennessee. Our office operates 9a - 4p Monday through Friday. The work required by this role will be mainly in-office during operating hours, though some work may be required outside of regular office hours.
COMPENSATION AND BENEFITS • Competitive pay based on experience • 100% company-paid Health Insurance plan (includes medical, dental, and vision and is HSA-eligible) • 140 Hours of Paid Time Off Annually • 10 paid holidays plus a week-long Winter Break • 401k - Mathias Collective matches up to 3% of employee contribution at 100% and up to 2% additionally at 50% • Think Like an Owner Bonus: Quarterly bonus based on firm performance • Paid garage parking at 1005 17th Avenue South
TO APPLY
If this role aligns with your skills and passions and feels like an opportunity where you'd truly thrive - we'd love to hear from you!
Please email us at hello@mathiascollective.com with your resume and a brief introduction. We're excited to learn more about you and your work!