Senior Operations Specialist

2 weeks ago

Manila, National Capital Region, Philippines beBeeCoordinator Full time $96,000 - $108,000
Job Summary

We are seeking an experienced and organized professional to assume the role of Senior Project Coordinator. This position is responsible for providing exceptional administrative and logistical support to our design team, ensuring seamless project execution from start to finish.

Key Responsibilities:
  • Quotation & Procurement Management
    • Source and manage quotes from top office furniture brands and their dealers for systems, seating, case goods, and FF&E.
    • Verify pricing accuracy and ensure alignment with project budgets.
    • BUILD STRONG RELATIONSHIPS WITH VENDOR REPRESENTATIVES TO ENSURE TIMELY AND ACCURATE PRODUCT INFORMATION.
  • Project Documentation & Admin Support
    • 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 STAKEHOLDERS ALIGNED.
  • Material Takeoffs & Procurement Assistance
    • Support designers in preparing accurate takeoffs from drawings, focusing on 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, ESPECIALLY FOR TIME-SENSITIVE OFFICE FURNITURE ITEMS.
    • 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
    • BA/BS degree in Interior Design, Architecture, or related field.
    • 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 DESIRABLE.
    • Proficiency in Microsoft Office Suite, advanced Excel skills for data management, and familiarity with project management software.
    • Strong mathematical skills for accurate measurements, quantities, and basic budgeting.
    • Exceptional organizational skills and attention to detail, especially in document management.
    • Excellent verbal and written communication skills for interacting professionally with diverse stakeholders.
    • Proactive and resourceful with a strong problem-solving aptitude and ability to anticipate needs.
    • Ability to manage multiple tasks concurrently, prioritize effectively, and meet deadlines in a dynamic environment.
    • Familiarity with CAD software and open to learning CET to enhance collaboration with designers.

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