Design Team Administrative Assistant
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Job Description
Administrative Assistant coordinating purchasing, documentation, and client communication for a U.S. residential interior design firm. Supporting designers through active projects from concept through installation.
Responsibilities:
- Place and manage product orders for active interior design projects
- Monitor project purchasing budgets and pace purchases appropriately to stay within spending limits
- Track orders across multiple vendors, ensuring products are shipped, delivered, and received on schedule
- Coordinate time-sensitive deliveries with installers to maintain project timelines
- Maintain accurate purchasing records within project management software
- Communicate with warehouse teams regarding deliveries, damaged items, and inventory status
- Verify project completion by confirming all products have been received prior to installation
- Resolve delayed, missing, or damaged orders while coordinating replacements or reorders
- Coordinate between clients, designers, and internal team members
- Maintain project documentation and organize project files
- Send onboarding materials and project checklists to new clients
- Keep project management systems updated with current task status and deadlines
- Conduct routine project audits
- Prepare client presentation materials and distribute presentation packages
- Document meeting notes, key decisions, and next steps
- Send project handoff communications and reminders regarding purchasing deadlines and milestones
- Create short instructional videos for clients
- Respond to client inquiries and escalate complex requests when necessary
- Prepare installation guides using established templates
- Coordinate replacement requests and manage out-of-stock product selections
- Review client revision requests before escalating them to senior designers
- Maintain digital product libraries and internal design resources
- Update affiliate purchasing links and online product collections
- Maintain internal documentation as processes evolve
- Provide ongoing administrative support to designers and project teams
Requirements:
- 1–3 years of experience as a Virtual Assistant, Project Coordinator, Administrative Assistant, or Operations Coordinator
- Previous experience supporting an interior design firm, architecture practice, or creative agency is strongly preferred
- Exceptional organizational skills with the ability to manage multiple projects simultaneously
- Strong attention to detail, particularly with purchasing, documentation, and order tracking
- Familiarity with purchasing workflows, trade vendors, purchase orders, lead times, and U.S. measurements
- Comfortable working independently in a fast-paced, growing business
- Takes initiative and proactively identifies solutions without requiring constant direction
- Enjoys working within structured processes while continuously improving them
- Confident using project management software and documentation systems
- Excellent written and verbal English communication skills
- Professional and polished when interacting with clients, vendors, and internal teams
- Collaborative, dependable, and committed to delivering an exceptional client experience
- Learns new systems quickly
- Comfortable working in an evolving environment where processes continue to improve over time
Benefits:
- Remote from LATAM
- Full-time MST hours
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