Design Operations Associate

Description

We are seeking a detail-oriented and organized individual to join our architectural and design firm as a Design Operations Associate. In this role, you will be responsible for assisting in the smooth operation of the design department by supporting administrative tasks, coordinating workflows, managing resources, and ensuring timely task delivery. This position is essential in keeping the design processes efficient and ensuring the team has the support needed to meet deadlines and deliver high-quality work.

• Manage design departments recruiting process, as needed. Collate applicants from different platforms and facilitate schedules of shortlisted applicants to be interviewed by the managers.
• To provide efficient virtual office management support, ensuring accurate processing of invoices, maintaining digital records, and assisting with online procurement tasks.
• To be able to help and manage team accounts, assist in logging in and train how to use the software (e.g. Docusign, Dialpad, Lark Payment Requests, etc.).
• To ensure that folder management is implemented and make sure all necessary documents are saved in project folders by the assigned personnel.
• Coordinate with consultants, request proposals, assist in site visit schedules, diligently track their progress and submit necessary payments needed.
• To assist client contract processing. The role requires the understanding of construction project processes, including key project phases, timelines, and deliverables, to align contract terms and project milestones with industry standards to ensure the smooth and efficient flow of the contract process. This includes timely coordination with the sales, engineering, and finance teams, assisting with contract drafting, payment reminders, and maintaining meeting records, ensuring projects proceed without delays.
• Assists and coordinates with the designers to make the project tracking data encoded are correct and up to date.
• To assist designers who need operations assistance, like to docusign a file, submit payment requests, schedule a meeting, coordinate a project, coordinating with other departments and other operational tasks.

Requirements

• Strong organizational skills, high attention to detail and accuracy.
• Proven experience in a project coordination, operations, or administrative role, preferably in a design-related environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
• Bachelor's degree in Architecture, Engineering or related field.
• Knowledge of industry-specific standards, if applicable.
• Ability to work independently and manage multiple tasks in a fast-paced environment.
• Basic knowledge in Revit, AutoCAD, and Bluebeam.
• Strong communication and presentation skills.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance