Design Team Administrative Assistant

Design Team Administrative Assistant

$1,200–$1,700 USD/month | Full-Time MST hours | Remote from LATAM

About the Opportunity

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

They are seeking a Design Team Administrative Assistant to provide operational and administrative support to their design team. This role is heavily focused on purchasing, project coordination, documentation, and client communication throughout active design projects.

This is an excellent opportunity for someone who is highly organized, proactive, experienced supporting a design or creative business, and comfortable taking ownership of processes with minimal supervision.

What You'll Do

Purchasing & Procurement

• 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 regularly 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.

Project Coordination

• 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.

Design Administration

• 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 throughout the design process.

Client Communication

• 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.

Post-Project Support

• 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.

Systems & Operational Support

• 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.
• What We're Looking For
• Experience
• 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.

Organization & Attention to Detail

• Exceptional organizational skills with the ability to manage multiple projects simultaneously.
• Strong attention to detail, particularly with purchasing, documentation, and order tracking.

Industry Knowledge

Familiarity with purchasing workflows, trade vendors, purchase orders, lead times, and U.S. measurements.

Self-Starter Comfortable working independently in a fast-paced, growing business.

Takes initiative and proactively identifies solutions without requiring constant direction.

Systems & Process Oriented

• Enjoys working within structured processes while continuously improving them.
• Confident using project management software and documentation systems.
• Communication
• Excellent written and verbal English communication skills.
• Professional and polished when interacting with clients, vendors, and internal teams.

Team Mindset

• Anticipates the needs of designers and proactively removes administrative tasks from their workload.
• Collaborative, dependable, and committed to delivering an exceptional client experience.
• Adaptability
• Learns new systems quickly.
• Comfortable working in an evolving environment where processes continue to improve over time.
• Originally posted on Himalayas