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About the Role

Our client is a premium U.S.-based residential interior design firm seeking a Design Team Administrative Assistant to provide operational and administrative support. This role focuses on purchasing, project coordination, documentation, and client communication throughout active design projects. It's an excellent opportunity for a highly organized, proactive individual experienced in supporting a design or creative business.

Responsibilities

Place and manage product orders for active interior design projects.
Monitor project purchasing budgets and pace purchases to stay within spending limits.
Track orders across multiple vendors, ensuring timely shipment, delivery, and receipt.
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 issues with delayed, missing, or damaged orders, coordinating replacements or reorders.
Serve as a key point of coordination 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 to ensure tasks are completed accurately and on time.
Prepare client presentation materials for design meetings.
Distribute presentation packages prior to scheduled client calls.
Document meeting notes, key decisions, and next steps following client meetings.
Help ensure project deliverables remain organized, accurate, and on schedule.
Send project handoff communications once designs are completed.
Create short instructional videos to help clients navigate their design files.
Send reminders regarding purchasing deadlines and project milestones.
Respond to client inquiries after project delivery, escalating 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 where applicable.
Keep online product collections current.
Maintain internal documentation as processes evolve.
Provide ongoing administrative support to designers and project teams to ensure projects move efficiently.

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 interior design terminology, 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.
Anticipates the needs of designers and proactively removes administrative tasks from their workload.
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.

Skills

Purchasing
Procurement
Order management
Budget monitoring
Order tracking
Delivery coordination
Record keeping
Warehouse communication
Project coordination
Documentation
Client communication
Presentation preparation
Meeting note-taking
System updates
Product library maintenance
Affiliate link management
Process improvement
Administrative support
Project management software
Organizational skills
Attention to detail
Interior design terminology
Purchasing workflows
Trade vendors
Purchase orders
Lead times
U.S. measurements
Independent work
Proactive problem-solving
Written communication
Verbal communication
Team collaboration
Adaptability

Location

Remote from LATAM

Work Type

Full-Time

Experience Level

1-3 years

Salary/Compensations

$1,200–$1,700 USD/month

About the Company

Premium U.S.-based residential interior design firm specializing in creating thoughtfully designed homes with an exceptional client experience.
Team manages multiple design projects simultaneously and prides itself on delivering organized, detail-driven service from concept through installation.