Job Description

Industry

Design & Architecture

Work Arrangement

Fully Remote

Job Type

Full-Time | Independent Contractor

Work Schedule

Monday to Friday — 9:00 AM to 6:00 PM EST (New York hours, slight flexibility on margins)

Locations:

• LATAM: Mexico, Colombia, Brazil, Argentina, Chile

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?

At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

About the Company

Our client is a boutique design studio that manages multiple residential and commercial design projects simultaneously. The company operates with a lean, highly collaborative team and partners closely with vendors, contractors, and building management teams to deliver high-quality design outcomes. Their work environment values organization, reliability, and strong coordination to ensure projects progress smoothly from planning through completion.

Our client is seeking a highly organized Studio Manager to serve as the operational backbone of the business. This role focuses on project coordination, vendor communication, documentation management, and administrative oversight across multiple active projects.

The Studio Manager will work remotely while collaborating closely with the internal design team, external vendors, and building management offices. The role requires strong attention to detail and the ability to manage multiple moving parts across 5–8 concurrent projects.

This is not a design-focused role. Instead, it centers on operational coordination that ensures project logistics, documentation, scheduling, and approvals remain organized and on track.

The ideal candidate thrives in structured environments, excels at managing documentation-heavy workflows, and maintains strong follow-through across multiple stakeholders.

Your Impact

In this role, you will help ensure design projects run smoothly behind the scenes by coordinating vendor documentation, building approvals, scheduling logistics, and operational workflows.

Your work will directly support project efficiency by keeping documentation organized, ensuring vendor compliance with building requirements, and helping the team manage multiple projects simultaneously. You will streamline communication between designers, vendors, and building management, ensuring approvals, documentation, and scheduling remain aligned.

By maintaining organized records and consistent coordination processes, you will contribute to smoother project execution, improved operational efficiency, and stronger collaboration across internal and external partners.

Core Responsibilities

Vendor & Building Coordination – 35%

• Liaise with building management offices to obtain Certificate of Insurance (COI) requirements.
• Coordinate with vendors to ensure insurance documentation is submitted correctly and approved.
• Facilitate documentation exchange between vendors and building management.
• Confirm work approvals, scheduling windows, and access permissions are properly coordinated.
• Maintain organized records of vendor and building communications.

Billing & Documentation Oversight – 25%

• Monitor email communications related to approved purchases and services.
• Ensure invoices, billings, and vendor charges are properly logged for monthly billing cycles.
• Maintain organized tracking of vendor payments and supporting documentation.
• Support the bookkeeper by ensuring financial documentation is complete and organized.

Scheduling & Team Coordination – 20%

• Coordinate team calendars and schedule internal meetings as needed.
• Assist designers in organizing project timelines and logistical schedules.
• Coordinate communication between internal team members, vendors, and building contacts.
• Ensure project communication remains organized across multiple active projects.

Administrative & Office Operations – 15%

• Complete alteration and decoration agreement applications.
• Liaise with building management offices to obtain required approvals.
• Manage office supply ordering and administrative logistics.
• Maintain organized document systems across Google and Microsoft platforms.
• Support ad hoc administrative tasks as needed.

Workflow & Project Tracking – 5%

• Support coordination across 5–8 active projects simultaneously.
• Track project documentation, approvals, and vendor coordination.
• Ensure workflows remain organized and timelines stay on track.

Requirements

Must-Haves (Required)

• 3+ years of experience in operations coordination, project coordination, or administrative operations roles.
• Experience working in coordination-heavy environments such as construction, architecture, design firms, or similar industries.
• Experience handling documentation and forms related to building processes or operational workflows.
• Strong experience coordinating with vendors and managing logistics-related communication.
• Proven ability to manage multiple projects and stakeholders simultaneously.
• Strong spreadsheet and documentation management skills.
• Excellent written and verbal English communication skills.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Ability to work consistently during New York business hours.

Nice-to-Haves (Preferred)

• Experience working within construction, architecture, or interior design firms.
• Spanish language proficiency.
• Portuguese language proficiency.
• Experience coordinating with building management offices.

Tools Proficiency

Must-Haves (Required)

• Google Workspace (Docs, Sheets, Gmail)
• Microsoft Office (Word, Excel)
• Spreadsheets for documentation and vendor tracking
• Email management systems

Nice-to-Haves (Preferred)

• Project coordination or workflow tracking tools

Benefits

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting
• Generous PTO: In accordance with company policy
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Connect with professionals worldwide

Our Recruitment Process

1. Application
2. Screening
3. Skills Assessment
4. Top-grading Interview
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.