Operations & Procurement Assistant

Nearshore Business Solutions; United States; Remote; USD 42,000 - 65,000; Full time

Job summary

Nearshore Business Solutions is seeking an Operations & Procurement Assistant for a remote position supporting a high-end interior design studio. You will manage purchasing activities, vendor coordination, and project data in Studio Designer to keep projects moving efficiently.

The role emphasizes organization, professional communication, and the ability to work across multiple projects with clean reporting to the Principal, ensuring visibility into priorities and deadlines.

Qualifications

• Exceptional organizational skills with strong attention to detail.
• Professional maturity and polished communication for luxury projects.
• Excellent written and spoken English.
• Familiarity with interior design, fashion, or creative industries.
• Strong tech skills and proficiency with spreadsheets.
• Proactive mindset and ability to work independently in a remote setup.

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.

Skills

Organizational skills

Attention to detail

English proficiency

Professional maturity

Tech savvy

Proactive mindset

Vendor coordination

Tools

Studio Designer

Job description

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.