Design Team Administrative Assistant

🔥 1 minute ago

🇺🇸 United States – Remote

💵 $1.2k - $1.7k / month

⏰ Full Time

🟢 Junior

📋 Administrative Assistant

🚫👨‍🎓 No degree required

👻 Ghost score 0%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Latino Legends

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2025

🎯 Recruiter

👥 HR Tech

Recruitment • HR Tech

Latino Legends is a recruitment platform and talent marketplace focused on connecting Latin American professionals with remote job opportunities worldwide. The company operates a candidate portal that offers transparent application tracking, profile management, and real-time notifications, and it supports employers by sourcing and placing Latin American talent across a range of remote roles and industries. Latino Legends emphasizes showcasing Latin American skills and helping candidates access global opportunities while managing the hiring process for employers.

📋 Description

• Place and manage product orders for active interior design projects • Monitor project purchasing budgets and pace purchases appropriately to stay within spending limits • Track orders across multiple vendors, ensuring products are shipped, delivered, and received on schedule • Coordinate time-sensitive deliveries with installers to maintain project timelines • Maintain accurate purchasing records within project management software • Communicate with warehouse teams regarding deliveries, damaged items, and inventory status • Verify project completion by confirming all products have been received prior to installation • Resolve delayed, missing, or damaged orders while coordinating replacements or reorders • Coordinate between clients, designers, and internal team members • Maintain project documentation and organize project files • Send onboarding materials and project checklists to new clients • Keep project management systems updated with current task status and deadlines • Conduct routine project audits • Prepare client presentation materials and distribute presentation packages • Document meeting notes, key decisions, and next steps • Send project handoff communications and reminders regarding purchasing deadlines and milestones • Create short instructional videos for clients • Respond to client inquiries and escalate complex requests when necessary • Prepare installation guides using established templates • Coordinate replacement requests and manage out-of-stock product selections • Review client revision requests before escalating them to senior designers • Maintain digital product libraries and internal design resources • Update affiliate purchasing links and online product collections • Maintain internal documentation as processes evolve • Provide ongoing administrative support to designers and project teams

🎯 Requirements

• 1–3 years of experience as a Virtual Assistant, Project Coordinator, Administrative Assistant, or Operations Coordinator • Previous experience supporting an interior design firm, architecture practice, or creative agency is strongly preferred • Exceptional organizational skills with the ability to manage multiple projects simultaneously • Strong attention to detail, particularly with purchasing, documentation, and order tracking • Familiarity with purchasing workflows, trade vendors, purchase orders, lead times, and U.S. measurements • Comfortable working independently in a fast-paced, growing business • Takes initiative and proactively identifies solutions without requiring constant direction • Enjoys working within structured processes while continuously improving them • Confident using project management software and documentation systems • Excellent written and verbal English communication skills • Professional and polished when interacting with clients, vendors, and internal teams • Collaborative, dependable, and committed to delivering an exceptional client experience • Learns new systems quickly • Comfortable working in an evolving environment where processes continue to improve over time

🏖️ Benefits

• Remote from LATAM • Full-time MST hours