Studio Operations Coordinator

Responsibilities:

Procurement & Sourcing Support:

• Assist in preparing and updating Bills of Quantities (BOQs) and procurement lists
• Track items, quantities, pricing, lead times, and delivery status
• Support sourcing by researching materials, finishes, fixtures, and suppliers as directed
• Maintain organised procurement trackers and records for each project

Vendor Coordination:

• Serve as a coordination point between vendors, designers, and project managers
• Send and follow up on RFQs, availability checks, delivery timelines, and documentation
• Track vendor responses and escalate issues where necessary
• Maintain a structured vendor database and contact records

Project & Client Communication Support:

• Draft and send professional client update emails based on inputs from the project team
• Follow up on non-sensitive client queries and confirmations
• Capture meeting notes, action points, and next steps from internal and external meetings
• Ensure communication is clear, timely, and aligned with the studio’s tone

BOQs, Documentation & Project Records:

• Create, update, and maintain BOQs, item logs, delivery schedules, and procurement trackers
• Organise drawings, site photos, receipts, delivery notes, and vendor documents
• Ensure accurate version control and tidy project folders across all active projects

Office & Studio Operations:

• Oversee general office upkeep and readiness (supplies, cleanliness, organization).
• Restock office and studio supplies proactively
• Plan and coordinate internal meetings, prepare agendas, and take meeting notes
• Prepare the office for client or vendor meetings (printing, samples, setup)

Administrative & Coordination Support:

• Coordinate courier pickups, deliveries, and dispatch riders
• Track invoices, receipts, payment confirmations, and procurement paperwork
• Support the Senior Design & Operations Associate with structured updates and reports

Requirements:

• 2–4 years’ experience in operations, admin, procurement, or project coordination
• Strong organisational and documentation skills
• Comfort working with numbers, quantities, and structured data (BOQs, trackers)
• Clear written communication and professional email etiquette
• Ability to work confidently with vendors and internal stakeholders
• High attention to detail and follow-through

What Success Looks Like:

• BOQs and procurement records are accurate, up-to-date, and reliable
• Vendors receive clear communication and timely follow-ups
• Designers and PMs spend less time chasing information
• The office runs smoothly and is always client-ready
• Clients receive consistent, professional updates