Secretary and Document Controller

Key Responsibilities

1. 1. Office Administration
   • Manage daily studio operations to ensure a smooth, professional working environment
   • Oversee office supplies, pantry/food restocking, stationery, printer consumables, and general maintenance
   • Coordinate meeting schedules, calendar bookings, agenda prep, room setup, and guest hospitality
   • Arrange and track couriers and deliveries of materials, samples, and documents
2. 2. Document Control
   • Maintain organized digital and physical filing systems for all project documents, drawings, contracts, and correspondence
   • Implement and manage version control for CAD files, design drawings, and client correspondence
   • Track submissions, follow up on approvals, and log all incoming/outgoing documents
   • Assist with formatting and finalizing presentations, and project reports
   • Monitor daily project document flow across all active projects and keep internal logs updated
3. 3. Supplier & Procurement Coordination
   • Liaise with suppliers, contractors, and service providers on quotations, deliveries, and sample requests
   • Collect and compare supplier quotations using Excel
   • Maintain an up-to-date supplier contact list, product catalogues, and pricing records
   • Track sample loans/returns and coordinate material approvals from designers
   • Support FF&E procurement documentation and purchase follow-ups
4. 4. Project Tracking & Design Team Support
   • Track project timelines and milestones across active projects; flag delays to project leads
   • Provide day-to-day admin support to designers and project managers (printing drawings, presentation binders, scheduling)
   • Assist in preparing design packs, mood boards, FF&E lists, and client-facing reports
   • Coordinate logistics for site visits, deliveries, and event setups as needed
   • Organize and document meetings, including minutes and action-item tracking

Qualifications & Experience

• 10 years of experience in office administration or document control within an architecture, interior design, or engineering environment
• Exposure to development, resort, or high-end residential/hospitality projects is preferred
• Working knowledge of AutoCAD software; familiarity with Revit is a plus
• Strong proficiency in Microsoft Excel (quotation comparisons, tracking, basic formulas) plus Microsoft Office Suite and Adobe Acrobat
• Familiarity with cloud-based systems (Google Drive, Dropbox) a plus
• Excellent organizational and time management skills; able to handle multiple priorities
• Strong written and verbal communication skills; fluent in English
• Friendly, professional, reliable team player