Administrative Coordinator

2 days ago

Quezon City, National Capital Region, Philippines beBeeProject Full time $90,000 - $120,000
Commercial Project Coordinator

This is a 100% remote position for a self-starter looking to make a significant impact in commercial office furniture projects. We are seeking an individual with strong administrative and logistical skills to join our team.

About the Role

  • Solicit, compare, and manage quotes from top U.S. office furniture brands and their dealers for systems, seating, case goods, and FF&E.
  • Maintain organized project files including contracts, POs, specs, invoices, approvals, and change orders.
  • Support designers with accurate takeoffs from drawings, particularly for furniture systems, flooring, and finishes.

Key Responsibilities

  • Quotation & Procurement (Commercial Furniture Focus)
    • Ensure all pricing aligns with budgets and is accurately documented; assist in preparing cost summaries and client proposals.
    • Build strong relationships with vendor reps to ensure timely, accurate product and pricing info.
  • Project Documentation & Admin
    • Create and manage project timelines, meeting minutes, and key communications to keep all stakeholders aligned.
    • Ensure smooth information flow across internal teams, clients, and external vendors.
  • Material Takeoffs & Procurement Support
    • 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—especially for time-sensitive office furniture items.
  • Logistics & Project Execution
    • Support scheduling and coordination of installations, deliveries, and site visits.

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, preferably within a commercial interior design firm or office furniture dealership.
  • Strong familiarity with notable US commercial office furniture manufacturers and their product lines is highly desired.
  • Proficiency in Microsoft Office Suite, with advanced Excel skills for data management, and familiarity with project management software.
  • Strong mathematical skills, particularly for accurate measurements, quantities, and budgeting.
  • Exceptional organizational skills and meticulous attention to detail, especially in document management.
  • Excellent verbal and written communication skills, with the ability to interact professionally and effectively with diverse stakeholders.
  • Proactive and resourceful with a strong problem-solving aptitude and the ability to anticipate needs.
  • Ability to manage multiple tasks concurrently, prioritize effectively, and meet deadlines in a dynamic, fast-paced environment.

What Makes This Role Exciting

  • 100% Remote Flexibility & Work/Life Balance.
  • Direct Impact & Global Exposure in Commercial Design: Be at the core of bringing cutting-edge commercial office designs to life, gaining invaluable exposure to global standards and leading manufacturers.
  • Collaborative Growth Environment: Join a highly supportive and dynamic remote team where your contributions are deeply valued, fostering continuous learning and significant professional development within the interior design industry.

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