Document Controller & Project Assistant - Interior Design

Role Overview

We are on the lookout for an organized and proactive Document Controller & Project Assistant to join our Interior Design team. This role is pivotal in managing documents, supporting administrative tasks, and coordinating projects to facilitate smooth project delivery from concept to completion.

Key Responsibilities

• Organize, maintain, and update all project-related documents such as drawings, specifications, BOQs, material schedules, submittals, RFIs, and correspondence.
• Ensure proper filing, version control, and distribution of documents among team members.
• Track document revisions and keep accurate registers.
• Prepare and maintain both digital and physical project folders, ensuring compliance with company standards.
• Assist interior designers with daily administrative tasks and project coordination.
• Compile presentation materials, including material boards, finish schedules, and project reports.
• Arrange meetings, document minutes, and follow up on action items diligently.
• Monitor project timelines to track deadlines and remind team members accordingly.
• Support procurement by organizing quotations, samples, and supplier data.
• Act as a liaison by visiting suppliers, showrooms, contractors, and project sites to gather and deliver drawings, samples, and documents.
• Coordinate effectively with vendors, consultants, contractors, and clients regarding documentation and deliveries.
• Manage sample approvals and ensure timely transfer of materials between suppliers and the design office.
• Identify and understand interior finishes, furniture, lighting, fabrics, flooring, stone, wood, metals, and other materials used in construction.
• Review material submittals for completeness prior to designer evaluation.
• Assist in maintaining the material library and managing sample inventories.
• Support designers in sourcing products and coordinating sample requests.

Candidate Qualifications

• A degree in Interior Design is strongly preferred.
• At least two years of experience in Interior Design, Fit-Out, Architecture, or Construction fields.
• Prior experience in document control for design or construction projects is highly desirable.

Required Skills and Competencies

• In-depth knowledge of interior design drawings, construction documentation, and material specifications.
• Excellent organizational skills and meticulous document management capabilities.
• Strong attention to detail and accuracy.
• Ability to juggle multiple tasks efficiently within a fast-paced work environment.
• Effective communication and coordination skills.
• Proficiency in Microsoft Office Suite including Excel, Word, and Outlook.
• Experience with AutoCAD is mandatory.
• Familiarity with Adobe InDesign, Photoshop, SketchUp, or Revit is advantageous.
• Exposure to project management and document control systems is a plus.

Personal Attributes

• Proactive and reliable with a strong sense of responsibility.
• Professional demeanor and service-oriented mindset.
• Problem-solving capabilities.
• Ability to work independently while still providing support within a team environment.
• Willingness to travel to project sites, suppliers, and client meetings as needed.

Preferred Profile

The ideal candidate not only demonstrates excellent organizational skills but also possesses a strong understanding of interior design terminology and materials. Experience with interior fit-out or construction projects is highly valued, enabling effective coordination with diverse project stakeholders and offering practical support through all phases of the project lifecycle.