Office Coordinator (Interior Design)

Role Purpose

1. Office Operations & Administration

• Manage day-to-day office operations to ensure a highly organized, efficient, and professional working environment.
• Oversee office facilities, utilities, maintenance, suppliers, pantry, stationery, and general services.
• Ensure compliance with internal office policies, procedures, and operational standards.
• Act as the primary point of contact for all office-related matters across departments.
• Maintain structured filing systems (digital and physical) for administrative and operational documents.

2. Industry-Specific Coordination (Interior Design & Fit-Out)

• Understand architectural, interior design, and fit-out drawings (2D layouts, GA drawings, sections, basic BOQs, specifications).
• Coordinate with Design, Technical, FF&E, and Project teams on document flow, submissions, and internal reviews.
• Support the organization and tracking of drawings, design packages, approvals, and revisions.
• Ensure design and project documentation is properly labeled, archived, and accessible in line with EVA standards.
• Communicate confidently using industry terminology with consultants, designers, and project stakeholders.

3. Management Support & Internal Coordination

• Provide administrative and coordination support to senior management as required.
• Schedule internal meetings, design reviews, and coordination sessions; prepare agendas and follow up on action points.
• Act as a bridge between departments to ensure smooth information flow and alignment.
• Support leadership with tracking of internal requests, deadlines, and follow-ups.

4. Vendor, Supplier & Service Provider Management

• Liaise with office vendors, service providers, and suppliers to ensure service quality and cost control.
• Manage contracts and renewals related to office services where applicable.
• Coordinate with Finance on invoices, approvals, and vendor documentation related to office operations.

5. Compliance, Organization & Professional Standards

• Ensure the office environment reflects EVA Interiors’ brand, culture, and professional image.
• Support HR and Operations with onboarding logistics, workspace readiness, and internal compliance requirements.
• Maintain confidentiality and professionalism in handling sensitive company information.
• Support audits, inspections, and internal reviews related to office operations.

Technical & Professional

• Strong understanding of
• interior design, architecture, and fit-out workflows
• .
• Ability to read and interpret
• basic architectural and interior drawings
• .
• Familiarity with design documentation, submissions, and approval processes.
• Proficient in MS Office (Word, Excel, PowerPoint) and document management systems.
• Experience working in
• interior design, architecture, consultancy, or fit-out companies
• is essential.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Architecture, Interior Design, or a related field (preferred).
• **Minimum 5–8 years’ experience**
• in an Office Coordinator or senior administrative role within the
• interior design, architecture, or fit-out industry
• .
• Prior experience working in a
• fast-paced, project-based environment
• is mandatory.
• UAE experience is strongly preferred.

Key Internal & External Relationships

• **Internal:**
• CEO, Head of HR, Head of Design, CFO, Project Managers, IT, and Procurement.
• **External:**
• Landlords, facility management, government entities, service providers, and corporate vendors.

Education

• Bachelor’s Degree in Business Administration, Management, or related field.

Experience

• Minimum 5 years of experience in office or administrative management within the UAE.
• Prior experience in the
• interior design, construction, or fit-out industry
• is highly preferred.
• Proven experience in vendor management, facility coordination, and administrative supervision.

• Planning & Organization

• Team Collaboration
• Attention to Detail
• Service Orientation

6. Personal Attributes

• Calm, composed, and resourceful with a strong sense of ownership.
• Service-driven mindset with attention to detail.
• Reliable, discreet, and professional in handling internal and external communication.
• Reflects EVA’s culture of excellence, design sophistication, and operational discipline.