Administrative Assistant

This is a fully remote position, open to applicants in Latin America.

📋 Description

• Place and oversee product orders for ongoing interior design projects

• Monitor budget allocations and manage purchases within financial limits

• Track orders from various vendors and facilitate delivery coordination with installers

• Keep purchasing records updated in project management software

• Communicate with warehouse teams regarding deliveries, damaged products, and inventory levels

• Confirm the receipt of products prior to installation

• Address issues related to delayed, missing, or damaged orders and arrange for replacements or reorders

• Coordinate communication among clients, designers, and internal team members

• Maintain project documentation, files, task statuses, and deadlines

• Distribute onboarding materials, project checklists, presentation packages, handoff communications, and purchasing reminders

• Document meeting notes, decisions made, and subsequent action items

• Create instructional videos for clients navigating design files

• Respond to client inquiries and escalate complex issues as needed

• Prepare installation guides and handle requests for replacements or out-of-stock products

• Review client revision requests before forwarding them to senior designers

• Maintain digital product libraries, design resources, product collections, and affiliate purchasing links

• Update internal documentation and provide administrative support to designers and project teams

⛳️ Requirements

• 1–3 years of experience as a Virtual Assistant, Project Coordinator, Administrative Assistant, or Operations Coordinator

• Experience in supporting an interior design firm, architecture practice, or creative agency is highly preferred

• Outstanding organizational skills with the ability to manage multiple projects concurrently

• Strong attention to detail in purchasing, documentation, and order tracking

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

• Ability to work independently in a fast-paced, growing environment

• Proficient in project management software and documentation systems

• Excellent written and verbal communication skills in English

• Professional communication skills when interacting with clients, vendors, and internal teams

• Quick learner, able to adapt to new systems and evolving processes

🏝️ Benefits

• Full-Time employment

• Fully remote work

• Remote work available from LATAM

• Work MST hours

• Salary range of $1,200–$1,700 USD/month