Studio Manager
Catena
full-time
Posted on:
Location Type: Remote
Location: Colombia
Visit company websiteExplore more
About the role
- 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.
- 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.
- 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.
- 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.
- 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
- 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.
- Experience working within construction, architecture, or interior design firms.
- Spanish language proficiency.
- Portuguese language proficiency.
- Experience coordinating with building management offices.
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
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
documentation managementproject coordinationlogistics managementvendor managementfinancial documentationspreadsheet skillsorganizational skillsattention to detailcommunication skillsmultilingual proficiency
Soft Skills
strong attention to detailexcellent written communicationexcellent verbal communicationorganizational skillsability to manage multiple projectsfollow-throughcoordination skillsteam collaborationtime managementadaptability