Assistant Design Consultant

Job Description

The Assistant’s role includes responsibility for managing the office and design library as well as budgeting, ordering and tracking certain aspects of interior design projects. Executing a project on time requires diligent attention to maintaining the ordering plan and knowing the status of ordered items and the project timeline, as well as a close awareness of vendors and their lead times. The Design Assistant will assist the Directors, Designers and Project Managers with the project budgets and estimates and will be able to know financial aspects of a project.

Reporting Structure

Interacts With: Project Manager, Designer and Directors

Job Description

A strong attention to detail as well as an intensity about finding errors, keeping the project on schedule, and finding ways to optimize existing processes.

Develop and maintain relationships with vendors, manage ordering and collaborate with vendors and other third parties to align timelines

Use their knowledge of vendor timelines and the design process to anticipate project needs early so time can be used most efficiently

When needed, coordinate and/or attend client, contractor, sub-contractor, and other representative meetings as well as occasionally attend on site meetings with Clients, Directors, and Contractors, taking and storing detailed notes

Accountable for keeping office supplies stocked – binders, paper, post its etc. and keeping office, storage room, copy room tidy and organized

Work with Directors to assess the office and make recommendations to maximize efficiency

Keep organized binders and Google Drive folders for each client to help support the Project Manager and Designers

Provide design input or help as needed – an additional set of eyes on design.

Help the Directors with reconciling QuickBooks, invoicing, and developing financial reports for analysis.

Contribute to a weekly meeting. This is a time to set priorities and goals each week, based on the stages of the projects, and the Design Assistant will spend time reviewing projects and preparing for this meeting each week.

Help prepare the Directors for meetings by gathering samples, tear sheets, or any other materials that may be needed for site and client meetings

Prepare storyboards, tear sheets and estimates for Proposals and presentations in collaboration with Project Manager, Designer and Directors.

Create a purchasing plan for each project with timelines, estimates and schedules for team and clients

Create a purchasing plan for each project with timelines, estimates and schedules for FIJAN and our clients

Develop expert level proficiency in Sketchup, knowing the software’s capabilities and making sure we are always maximizing its features. The Design Assistant will regularly educate them self and others with regard to the software’s capabilities.

Research, source, check availability, and price items such as furniture, fabrics, accessories, finishes, lighting, etc. in collaboration with Project Manager, Designer and Directors.

Execute documents and orders including Moodboards, proposals, PO’s, invoices and product tracking.

Own aspects of ordering, ensuring the accuracy, timely delivery, and quality of purchasing activities

Ensure ordered items arrive undamaged, in the correct quantity, color and according to the order, as well as the safe and organized storage of these items until their installation, either through our third party receiving or personally at our office as the case may be.

Coordinate and manage deliveries, storage, and installations, maintaining communication with and updating weekly inventory lists and item IDs.

Assist Project Managers in producing and processing invoices and project related expenses

Prepare partners and vendors with the necessary information for a seamless installation

Supporting Project managers with a helping hand during install with necessary tools and to do lists.

Work with Directors to get site photography and videos for marketing

Assist Directors in the reconciliation of QuickBooks, and Supply inventory, as needed.

Be on the lookout for and update the vendor list with any new companies or vendors that are found which complement the aesthetic.

Assist the Directors with travel, meeting related planning

Method of Application

Applicants that meet the above requirements must submit their applications physically enclosing all the above outlined requirements to:

The Human Resources Manager, P.O Box 230135, Ndola