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Latino Legends
Latino Legends
1 – 10 Employees
HR TechRecruitment
Latino Legends is a recruitment platform and HR technology company that connects Latin American professionals with remote work opportunities worldwide. Its talent marketplace helps employers source and place candidates across remote roles and industries, while its candidate portal supports profile management, application tracking, and real-time updates throughout the hiring process.
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Design Team Administrative Assistant (Remote, United States)

Administrative Assistant supporting purchasing, documentation, and client communication for a U.S. residential interior design firm. The role assists designers throughout active projects, from initial concept through installation.

USUnited States
$1,200 – $1,700 / month
RemoteFull-timeJuniorNo degree requiredEnglish RequiredAdministrative Assistant

Description

  • Manage product purchasing for active interior design projects
  • Track purchasing budgets and schedule orders to remain within spending limits
  • Monitor vendor orders to confirm timely shipment, delivery, and receipt
  • Arrange time-sensitive deliveries with installers to protect project schedules
  • Keep purchasing records accurate in project management software
  • Coordinate with warehouses about deliveries, damaged products, and inventory updates
  • Confirm all project products have arrived before installation begins
  • Resolve delayed, missing, or damaged orders by arranging replacements or reorders
  • Coordinate communication among clients, designers, and internal team members
  • Maintain project records and organize digital files
  • Send onboarding resources and project checklists to new clients
  • Update project management systems with current tasks and deadlines
  • Perform regular project audits
  • Create and distribute client presentation materials and presentation packages
  • Record meeting notes, decisions, and follow-up actions
  • Send project handoff messages and reminders about purchasing deadlines and milestones
  • Produce brief instructional videos for clients
  • Answer client questions and escalate complex issues as needed
  • Create installation guides from approved templates
  • Manage replacement requests and selections for out-of-stock products
  • Review client revision requests before referring them to senior designers
  • Maintain digital product libraries and internal design resources
  • Update affiliate purchasing links and online product collections
  • Keep internal documentation current as processes change
  • Provide continuing administrative assistance to designers and project teams

Requirements

  • 1–3 years of experience as a Virtual Assistant, Project Coordinator, Administrative Assistant, or Operations Coordinator
  • Experience supporting an interior design firm, architecture practice, or creative agency is strongly preferred
  • Highly organized, with the ability to handle multiple projects at once
  • Strong attention to detail in purchasing, documentation, and order tracking
  • Familiarity with purchasing workflows, trade vendors, purchase orders, lead times, and U.S. measurements
  • Able to work independently in a fast-paced, growing business
  • Proactive and capable of identifying solutions without constant direction
  • Comfortable following structured processes while helping improve them
  • Confident using project management and documentation systems
  • Excellent written and spoken English communication skills
  • Professional and polished when communicating with clients, vendors, and internal teams
  • Collaborative, dependable, and focused on delivering an exceptional client experience
  • Quick to learn new systems
  • Comfortable adapting as processes continue to evolve

Benefits

  • Remote work from LATAM
  • Full-time schedule aligned with MST hours

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