Senior Administrative Coordinator

2 weeks ago

Imus, Calabarzon, Philippines beBeeAdministration Full time $90,000 - $120,000
Job Overview

This is a 100% remote position that seeks an experienced administrative professional to support commercial office furniture projects. The ideal candidate will have strong logistical and administrative skills, working closely with designers, account executives, clients, and vendor representatives to ensure accuracy, efficiency, and timely delivery across all project phases.

Key Responsibilities
  • Quotation & Procurement (Commercial Furniture Focus)
    • Solicit, compare, and manage quotes from top U.S. office furniture brands and their dealers.
    • Ensure all pricing aligns with budgets and is accurately documented.
    • Build strong relationships with vendor representatives to ensure timely, accurate product and pricing information.
  • Project Documentation & Admin
    • Maintain organized project files including contracts, POs, specs, invoices, approvals, and change orders.
    • Create and manage project timelines, meeting minutes, and key communications to keep all stakeholders aligned.
  • Material Takeoffs & Procurement Support
    • Support designers with accurate takeoffs from drawings, particularly for furniture systems, flooring, and finishes.
    • Verify specifications and quantities to minimize waste and procurement errors.
  • Vendor, Client & Internal Coordination
    • Act as a liaison for product availability, lead times, and deliveries.
    • Coordinate across clients, account managers, and internal teams to align expectations, resolve issues, and keep projects on track.
  • Logistics & Project Execution
    • Support scheduling and coordination of installations, deliveries, and site visits.
    • Identify potential delays early and communicate with stakeholders to ensure smooth execution.
    Qualifications
    • Bachelor's degree in Interior Design, Architecture, or any related field.
    • At least 5+ years of experience in a project support, administrative, or coordination role.
    • Familiarity with notable US commercial office furniture manufacturers and their product lines.
    • Proficiency in Microsoft Office Suite and familiarity with project management software.
    • Strong mathematical skills and attention to detail.
    • Excellent verbal and written communication skills.

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