Remote Design Team Operations & Purchasing Assistant

Latinolegends; Buenos Aires; Hybrid; ARS 20,365,000 - 28,851,000; Full time

Job summary

Latinolegends is seeking a Design Team Administrative Assistant for a remote role in LATAM. The position focuses on purchasing, project coordination, documentation, and client communication across active design projects.

Strong organization and proactive process ownership are essential. Responsibilities include managing orders, tracking budgets, coordinating deliveries, and maintaining project records in a structured environment.

Qualifications

• 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.
• Exceptional organizational skills with the ability to manage multiple projects simultaneously.
• Excellent written and verbal English communication; professional client-facing demeanor.

Responsibilities

• Place and manage product orders for active interior design projects.
• Monitor project purchasing budgets and pace purchases 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

English communication

Organizational skills

Attention to detail

Self-starter

Adaptability

Team mindset

Systems & processes

Proactive problem solving

Tools

Project management software

Job description

Latinolegends is seeking a Design Team Administrative Assistant for a remote role in LATAM. The position focuses on purchasing, project coordination, documentation, and client communication across active design projects.

Strong organization and proactive process ownership are essential. Responsibilities include managing orders, tracking budgets, coordinating deliveries, and maintaining project records in a structured environment.