We are seeking a highly organized, design-savvy Project & Operations Coordinator to support the founder of a high-end interior design studio specializing in residential and commercial projects. The founder is based in Mallorca, while the design team operates out of Madrid. Your role will be to ensure seamless communication and coordination between both locations, and to keep all aspects of operations and project workflows running smoothly.



Key Responsibilities:

• Act as the main point of coordination between the founder (Mallorca) and the design team (Madrid)

• Oversee day-to-day operations and ensure the smooth administrative functioning of the studio

• Coordinate with remote designers, vendors, fabricators, and contractors

• Manage and track invoices, payments, and transfers with clients, suppliers, and collaborators

• Create and maintain production schedules, ensuring all deadlines are met

• Track and manage orders (custom furniture, materials), and coordinate logistics and deliveries

• Maintain internal documentation and organize project files (budgets, timelines, contacts, approvals, etc.)

• Assist with client communication, follow-ups, and project updates

• Prepare proposals, cost estimates, and manage related documentation

• Ensure compliance with legal and logistical requirements (contracts, permits, shipping, etc.)

• Provide design support when needed: produce or edit floor plans, sketches, and renders using AutoCAD, 3d Max or SketchUp.



Requirements:

• Experience in a similar coordination, project management, or admin role (ideally in design, architecture, or creative industries)

• Strong organizational and multitasking skills — resourceful and solution-oriented

• Excellent communication in both English and Spanish (written and spoken)

• Comfortable managing numbers: invoices, budgets, cost estimates, and basic accounting

• Confident with tools like Excel/Sheets, Trello or Asana, Google Drive, and invoicing platforms

• Ability to work independently, prioritize effectively, and adapt quickly

• Solid understanding of interior design workflows and proficiency in design software (SketchUp, AutoCAD, Adobe Suite, etc.)

• Located in Spain (Madrid, Mallorca, or elsewhere with flexibility for occasional in-person meetings)



Additional Notes:

This role involves supporting a highly creative founder with a dynamic, fast-paced working style. You’ll need to be flexible, quick to respond, and comfortable operating with evolving priorities and spontaneous changes. If you’re the kind of person who brings structure to creative chaos and enjoys being one step ahead, this role is for you.



Type of Collaboration:

Full-time (Freelance or contract basis initially, with potential for long-term)