JOB TITLE: OFFICE ADMIN AND OPERATIONS COORDINATOR
Reports to: Finance and Operations Manager
Serves: Interior Perspective Studio and SORCD
Job Overview:
We are seeking a proactive and highly organized Operations & Administrative Officer to manage daily office operations and oversee logistics and store management for Interior Perspective Studio and SORCD. This role ensures seamless support to both the internal team and project sites through excellent administrative coordination, efficient resource management, and dependable logistics oversight.
The ideal candidate is detail-oriented, communicates well, and thrives in a structured, fast-paced environment.
Key Responsibilities:
1. Office Management:
- Act as the first point of contact for guests coming to the office and manage them professionally.
- Open and close the office; ensure a clean, welcoming, and organized workspace.
- Manage office supplies, including kitchen, stationery, and sanitary items-monitor usage and reorder as needed.
- Organize and maintain physical and digital filing systems, including contracts, correspondence, and receipts.
2. Administrative Support:
- Schedule and organize meetings, prepare boardrooms, and arrange refreshments.
- Schedule internal meetings and client appointments; prepare meeting rooms and refreshments.
- Arrange travel logistics and accommodations for staff and clients.
- Answer incoming calls professionally, identify the caller’s needs, and transfer to the appropriate team member if necessary. Use a professional and polite tone to ensure callers feel valued.
- Coordinate team-building activities, company events, and office-wide communication.
- Assist Finance and Operations Manager in onboarding new employees, ensuring all tools and resources are in place.
- Support team members with administrative tasks as needed to enhance productivity.
- Executive Support:
- Support the Director with calendar scheduling, travel planning, document prep, and internal coordination.
- Assist in preparing reports, presentations, and meeting materials.
- Coordinate travel and accommodation arrangements for team members and clients as needed.
- Implement and maintain efficient filing systems for both physical and digital records.
3. Logistics and Delivery Coordination (SORCD):
SORCD, as a start-up under Interior Perspective Studio, involves the sourcing and sale of curated lifestyle and design products-often imported or acquired from external suppliers.
This role is central to ensuring the seamless movement of these goods from arrival to delivery.
- Main Store Oversight (SORCD):
Maintain proper zoning and organization of the SORCD store to allow for efficient storage and retrieval of goods. Ensure products are clearly labeled, grouped by type or collection, and protected from damage. - Order Fulfilment & Dispatch:
Coordinate delivery schedules for client orders. This includes:
Picking and preparing products from the store
Confirming delivery addresses and contact details - Organizing transport logistics (internal or via third party)
- Updating clients and internal teams on delivery timelines and statuses from the procurement lead
- Inventory Accuracy:
Maintain up-to-date inventory records reflecting received, dispatched, damaged, or returned goods. Support periodic physical stock takes to reconcile records with actual store contents. - Product Condition & Presentation:
Ensure all items are stored in a clean, damage-free environment, ready for delivery.
Flag damaged goods early and coordinate any necessary returns or replacements. - Organize delivery schedules and support dispatch of goods to clients once they arrive locally.
- Communicate with teams and clients to confirm logistics details.
- Ensure secure storage of materials awaiting dispatch and maintain a delivery tracking system.
4. Store and Inventory Management (SORCD + IPS Projects)
- Maintain and manage inventory records for tools, equipment, and materials using systems e.g Sortly or Zoho Inventory.
- Oversee dispatch and return of tools and ensure proper zoning of the store for easy access.
- Monitor inventory levels and flag restocking needs, especially for consumables and fast-moving goods.
- Coordinate with the procurement team to receive goods in good condition and on time.
- Maintain accurate delivery records, track supplier timelines, and communicate delivery statuses.
- Asset Maintenance & Equipment Tracking:
- Ensure tools and equipment are maintained and functional; coordinate servicing and repairs.
Maintain cleanliness and safety within the store area.
Report damage or losses to the Finance and Operations Manager with proposed action.
5. Leadership and Project Support:
- Provide administrative assistance to the Director, including scheduling, correspondence, and report preparation.
- Collaborate with the Business Development and Operations teams to ensure alignment on projects and workflows.
- Assist in preparing presentations, reports, and meeting agendas where needed.
- Prepare Purchase Orders every Wednesday in coordination with the procurement process.
- Support in the preparation of bulk payments, ensuring timely processing and accurate documentation.
- Take and compile minutes and notes from site meetings, and assist various managers in documenting key actions and decisions.
- Support the Project Manager in setting up site files and documentation at the start of each new project.
- Collaborate with the Business Development and Operations teams to ensure alignment on projects and workflows.
- Assist in preparing presentations, reports, and meeting agendas where needed.
6. In addition to the primary responsibilities outlined, the role may involve any other duties as reasonably assigned by management to support the overall objectives of the company.
Skills & Experience Required:
1. Education: Bachelor’s Degree or Diploma in Business Administration, Operations, Logistics, or a related field.
2. Experience:
i. Minimum 2-3 years in office administration or store/logistics coordination.
ii. Experience in a design, construction, or supply-chain environment is an added advantage.
3. Technical & Soft Skills:
i. Strong organizational and multitasking abilities.
ii. Familiarity with inventory software (e.g., Sortly), MS Office Suite, and Google Workspace.
4. Bonus:
i. Excellent communication and interpersonal skills.
Proactive problem-solving mindset with strong attention to detail.
Ability to work independently while supporting a dynamic team.
Knowledge of basic accounting, procurement, or vendor coordination.
Interest or background in interior design, construction, or architecture is a plus.
Working Conditions:
- 5-day-per-week position with potential to grow into a full-time role.
- Standard office hours apply; however, occasional weekend or extended hours may be required to support urgent needs, such as deliveries or critical project timelines.
- Please note that overtime is not separately compensated, as workload fluctuations are based on the seasonality of the business. Flexibility is essential, and team members are expected to adapt as needed.
Why Join Us?
- Gain hands-on exposure to operations in both design and supply chain industries.
- Be part of a collaborative and innovative team culture.
- Opportunity to grow your career within a dynamic and forward-thinking company.
Application deadline is Saturday 19 April 2025. Send your application to [email protected] and cc [email protected]
