Design Library Coordinator

The Design Library Coordinator is responsible for front Library & Suppliers Meeting related duties, being the first face and voice greeting associates to the studio. In addition, this role supports the studio and design operations.

The Design Library Coordinator will plan and organize the library and will be involved in the design of several projects as required to order and procure, request for necessary materials samples for the various project types. Projects may include:

1. Hospitality (hotels and F&B)
2. Private residences and residential developments
3. Office spaces
4. Retail locations, e.g. malls, shops, cafes, forecourts

Responsibilities

1. Lead and maintain the library, including maintenance, maintaining vendor relationships, and overseeing library safekeeping.
2. Track and maintain library supply and liaise with the receptionist to order as required to replenish library materials/supplies.
3. Maintain the Library's overall aesthetic, including catalogs, and soft & hard samples, like Fabrics, Stones, Wood, etc. Arrange the library after board preparation and ensure Designers maintain and tidy up as they go.
4. Prepare adequate filing for new samples, and catalogs, and ensure replacements of old or discontinued items.
5. Coordination and arrangement of studio Lunch and Learn sessions with vendors.
6. Keep supply cabinets, closets, and shelving racks neat and organized.
7. Coordinate suppliers events and meetings as needed.
8. Support teams by running library errands on an as-needed basis.
9. Filing and suppliers updates.
10. Prepare the library for the day, ensuring the space is orderly.
11. Liaise with the teams to ensure the tables assigned to each team are kept tidy when not in use and not occupied by other teams' boards and materials (ready to be used by each team as needed).
12. Ensure each team stores the boards and help in rearranging the materials when a task is completed.
13. Greet and direct visitors/clients/freelancers.
14. Clerical tasks, such as maintaining the studio mailing list, data entry from various people/departments, and updating Suppliers lists.
15. Open mail/FedEx and file to Library or to the appropriate recipient(s). Receive/organize/distribute packages (packages stack up in the library area).
16. Acquiring key information about the projects, discussing requirements in detail with designers (the brief) and setting project requisites such as materials and boards.
17. Considering materials and costs according to set budgets.
18. Producing 'sample' or 'mood' boards for presentation to clients.
19. Sourcing products, for example fittings, furniture, lighting, finishes, decoration and dressing, and providing samples for clients; this will include obtaining costs for all items and coordinating budgets.
20. Working closely with designers as required for the project.
21. Prepare minutes of meetings to record all discussions.