Operations & Procurement Assistant

Job Title: Operations & Procurement Assistant
Location: Remote – Latin America
Type of Contract: Full-Time | Remote
Salary Range: Market Rates
Language Requirements: Excellent written and spoken English

Our client is seeking a highly organized and proactive Operations & Procurement Assistant with strong administrative, procurement, and project coordination skills to join their growing high-end interior design studio. You will play a key role in managing purchasing activities, maintaining accurate project information, coordinating vendors and deliveries, and keeping day-to-day operations organized. Your work will directly impact project efficiency and ensure the Principal has clear visibility into priorities, outstanding items, and potential issues.

Key Responsibilities

• Request and organize vendor quotes, pricing, availability, lead times, purchase orders, order acknowledgments, deposits, production updates, and completion dates.
• Proactively follow up with vendors, warehouses, receivers, movers, and trade partners regarding outstanding information, delayed orders, shipping, receiving, damages, returns, and replacements.
• Maintain accurate project, item, vendor, purchasing, shipping, and receiving information in Studio Designer, with the goal of becoming the studio's internal Studio Designer expert.
• Coordinate shipping, warehouse, delivery, and installation information while maintaining accurate delivery and installation lists.
• Organize digital project folders, samples, product tear sheets, specifications, receipts, expense documentation, approvals, and outstanding-item lists.
• Monitor multiple projects and proactively identify deadlines, vendor follow-ups, missing information, delayed items, and issues requiring the Principal's attention.
• Help develop repeatable administrative systems and provide concise written status updates so the Principal can prioritize effectively.

Must-Have Qualifications

• Exceptional organizational skills, attention to detail, follow-through, and the ability to manage multiple projects simultaneously.
• Professional maturity, sophistication, and polished communication skills suited to a high-end interior design studio and luxury service environment.
• Excellent written and spoken English, including the ability to independently draft professional emails and communicate confidently with vendors and trade partners.
• Familiarity with construction, remodeling, renovation, interior design, fashion, or another creative, design-oriented industry. Candidates with a genuine interest in pursuing a career in interior design or fashion are also encouraged to apply.
• Strong technology skills, proficiency with spreadsheets, and the ability to learn new software and administrative systems quickly.
• A proactive mindset, sound judgment, discretion, and the ability to anticipate needs, follow up on outstanding items, and identify issues before they become larger problems.
• Ability to work independently in a remote environment while maintaining reliable overlap with the Principal's U.S. Eastern Time workday.

Preferred Qualifications

• Previous experience in interior design, fashion, construction, remodeling, renovation, procurement, or project coordination.
• Experience working in a high-end residential, luxury, fashion, or other detail-oriented creative environment.
• Familiarity with vendors, contractors, workrooms, warehouses, installers, purchasing workflows, deliveries, and project timelines.
• Experience with Studio Designer or similar project-management, procurement, or accounting software.
• A strong interest in developing a long-term career in interior design, fashion, or the broader luxury and creative industries.