Design Operations Associate, Fully Remote

Job Title: Design Operations Associate, Fully Remote
Salary Range:
Schedule: 9:00 am - 5:30 pm PST Monday-Friday (12:00 am - 8:030 am PH Time)

We are seeking a detail-oriented and organized individual to join our architectural and design firm as an Design Operations Associate. In this role, you will be responsible for assisting in the smooth operation of the design department by supporting administrative tasks, coordinating workflows, managing resources, and ensuring timely task delivery. This position is essential in keeping the design processes efficient and ensuring the team has the support needed to meet deadlines and deliver high-quality work.

Company: AED
Location: Cupertino, California
Company Introduction:
Join our fast-growing architectural and design firm in the vibrant city of San Jose, backed by alphaX RE Capital. Specializing in single-family homes, ADUs, SB9 projects, multi-family dwellings, and light industrial developments, our team is dedicated to innovation and excellence. With a full range of real estate services—from land acquisition to project execution—AED offers a unique opportunity for growth and collaboration across disciplines.

Responsibilities:
- To provide efficient virtual office management support, ensuring accurate processing of invoices, maintaining digital records, and assisting with online procurement tasks.
- Assists and coordinates with the designers to make the project tracking data encoded are correct and up to date.
- To be able to help and manage team accounts, assist in logging in and train how to use the software (e.g. Docusign, Dialpad, Lark Payment Requests, etc.).
- To assist designers who need operations assistance, like to docusign a file, submit payment requests, schedule a meeting, coordinate a project, coordinating with other departments and other operational tasks.
- Coordinate with consultants, request proposals, assist in site visit schedules, diligently track their progress and submit necessary payments needed.
- Manage design departments recruiting process, as needed. Collate applicants from different platforms and facilitate schedules of shortlisted applicants to be interviewed by the managers.
- To ensure that folder management is implemented and make sure all necessary documents are saved in project folders by the assigned personnel.
- To assist client contract processing. The role requires the understanding of construction project processes, including key project phases, timelines, and deliverables, to align contract terms and project milestones with industry standards to ensure the smooth and efficient flow of the contract process. This includes timely coordination with the sales, engineering, and finance teams, assisting with contract drafting, payment reminders, and maintaining meeting records, ensuring projects proceed without delays.
- Other tasks that are needed to be able to help the operation of design team.

Qualifications:
- Bachelor's degree in Architecture, Engineering or related field.
- Proven experience in a project coordination, operations, or administrative role, preferably in a design-related environment.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
- Basic knowledge in Revit, AutoCAD, and Bluebeam.
- Strong communication and presentation skills.
- Strong organizational skills, high attention to detail and accuracy.
- Ability to work independently and manage multiple tasks in a fast-paced environment.
- Knowledge of industry-specific standards, if applicable.

Benefits:
- Competitive Salary
- Generous bonus structure: Your hard work is recognized and incentivized.
- Paid holidays: Celebrate the holidays with paid time off.

Join Our Team:
If you're passionate and eager to grow in a dynamic, collaborative environment, we’d love to hear from you. Expand your skills, work on exciting projects, and be part of a team that values creativity and excellence.

Applicants are required to submit portfolios in PDF format only. Portfolios should showcase your relevant experience.

To apply, please submit your resume, portfolio, and cover letter to Upgrade to see actual info look forward to welcoming you to our team!