Operational Assistant

Location: Surabaya Office (managing interior design projects on-site in Singapore) Employment Type: Full-Time About the Role By Design is looking for an Operational Assistant to keep our interior design projects running smoothly from start to finish, working remotely from our Surabaya office. You'll be the central point of coordination and communication across designers, site teams, contractors, and clients, while also taking ownership of timelines, vendor performance, and issue resolution. This role suits someone who is both highly organized and a strong problem-solver: comfortable with detailed daily coordination, but equally comfortable making decisions and holding contractors accountable without direct, in-person oversight. This is an administrative and coordination role. No interior design decision-making is required.

Key Responsibilities

1. Maintain full accuracy across project trackers and databases
2. Coordinate schedules across designers, site managers, contractors, and clients.
3. ct as the primary point of contact between stakeholders, logging every request and routing it to the right person.
4. Confirm vendor appointments, send reminders ahead of site visits, and distribute task lists to the relevant teams.
5. Investigate the root cause of delays and drive the fix, reallocating resources, escalating with contractors, or adjusting the plan.
6. Hold external contractors to agreed timelines and quality standards, pushing back firmly and professionally when standards aren't met.
7. Act as the first point of escalation for urgent issues
8. Maintain accurate, real-time visibility into site progress despite working remotely.

What We're Looking For

1. Highly organized, with a strong eye for detail and consistency in daily task tracking.
2. Strong problem-solver with a logical, structured approach.
3. Assertive and direct, comfortable holding contractors and vendors to standard, and managing expectations firmly when needed.
4. Process-driven, disciplined in following through on tasks.
5. Clear, professional English communication skills.

Skills: Project Management, Time Management, Microsoft Word, Public Speaking, Microsoft Office, Scheduling, Communication Skills, Project Coordination, Administration, Problem Solving, Communication, Teamwork, Customer Service, Microsoft Excel