Project & Admin Coordinator

We are looking for an organized, proactive, and detail-oriented Project & Administrative Coordinator to keep our studio running smoothly and support our design team and clients.

Position Overview

As our Project & Administrative Coordinator, you will be the backbone of our day-to-day studio operations. You will manage incoming communications, coordinate project procurement, track orders, assist with invoicing, create studio marketing materials, and ensure that our clients and vendors enjoy a seamless experience from initial consultation to final install.

Key Responsibilities

Studio & Office Operations:

• Serve as the primary point of contact for clients, trade partners, vendors, and contractors via phone, email, and front desk.
• Maintain studio organization, manage office and design sample libraries, and order office supplies.
• Schedule client consultations, team meetings, site visits, and install days.
• Track incoming project inquiries and create proposals for new clients.
• Create studio marketing materials and schedule engaging social media posts showcasing completed projects, behind-the-scenes content, and studio news.

Procurement & Purchasing Support:

• Prepare and process purchase orders (POs) for furniture, fixtures, and equipment (FF&E).
• Request and manage vendor quotes, lead times, trade pricing, and finish samples.
• Track shipments, deliveries, and backorders; liaise with receiving warehouses and white-glove delivery teams to resolve issues promptly.

Client & Financial Administration:

• Generate client estimates, proposals, invoices, and payment reminders using design software and accounting tools.
• Process vendor invoices, track client deposits, and reconcile project expense accounts.
• Maintain organized client and project files (digital and physical).

Qualifications & Skills

Required:

• 2+ years of experience in administrative, studio assistant, or project coordinator roles (experience in interior design, architecture, or design/build companies strongly preferred).
• High proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Familiarity with social media platforms (Instagram, Pinterest, LinkedIn) and basic design tools (e.g., Canva).
• Exceptional organizational skills with high attention to detail and ability to multitask in a fast-paced environment.
• Strong written and verbal communication skills with a professional demeanor. This is a client facing role.
• Familiarity with the interior design process, trade vendors, and FF&E purchasing.

Preferred / Bonus:

• Experience with interior design/procurement software

Benefits

• Competitive compensation
• Paid time off (PTO) and paid holidays
• Health insurance
• Collaborative, creative work environment

Pay: From AED5,000.00 per month

Education:

• Bachelor's (Required)

Experience:

• Interior Design Admin: 2 years (Required)

Work Location: In person