Concept Me by Nina
We are looking for a Studio Manager to assist in managing the operations of the company and the procurement processes from selection to logistics for the company’s projects in addition to offering full administrative support and assisting the Managing Director. The ideal candidate will be a hard-working professional able to undertake a variety of tasks with an interest in the design field and a willingness to adapt to and learn its industry. This person will be comfortable working with a high degree of attention to detail and discretion in addition to having great time-management and interpersonal skills.
Applicants with experience in design offices or high corporate levels are preferred.
Project Management Responsibilities
- Assisting management with the creation of items lists to be procured.
- Creation of detailed project budgets.
- Research and provide accurate details on the procured items to create informed and detailed spec sheets.
- Reference and cross-check supplier invoicing to correspond with studio’s list and specs.
- Coordination and negotiation with suppliers regarding pricing, discounts and packages.
- Manage supplier database, catalogues and pricelists.
- Maintaining and structuring procurement profit sheets.
- Preparation and management of invoices, payments and expenditure lists in coordination with the accounting department.
- Preparation of site reports.
- Liaising with on-site project managers to report to management directly.
- Management of logistics from overseas shipments to on-site deliveries.
- Prepare reports and lists to be communicated to the clients directly.
- Manage client expectation, negotiations, communication and show a committed level of customer care.
- Coordinate with all the stakeholders within the scope of project and ensure that communication between them is smooth.
Administrative & Personal Assistance Responsibilities
- Resolve office-related malfunctions and respond to requests or issues in a timely manner.
- Set up and follow up on meetings.
- Manage company databases & records.
- Deal with correspondence and queries from all stakeholders including contractors, clients, suppliers.
- Prepare letters, presentations and reports.
- Maintain procedures/office administrative systems.
- Reply to any request or remark via email, WhatsApp or phone calls in a timely manner.
- In charge of all document and package deliveries and reception.
- Track and manage yearly expenses and contract renewals.
- Make sure the office stays tidy with all samples and catalogues in their place.
- File all employees’ official documents (soft and hard copies) and verify they are up to date.
- Sort all medical claims – scanning and arranging the medical folders.
- Order stationery and all office supplies.
Requirements and Skills
- Proven experience as an operations coordinator, office assistant, virtual assistant or other relevant administrative roles.
- Proven experience of working directly with a Managing Director.
- Clear knowledge of office equipment.
- Excellent communication, organizational and time management skills.
- Analytical abilities and a problem-solving attitude.
- Excellent written and verbal communication skills.
- Proficiency in MS Office and Excel.
- Attention to detail.
- Ability to take initiative and propose solutions to unexpected issues.
- Reliability and discretion.