Admin Executive

Company Description Third Paragraph is a design-led interior studio specialising in thoughtful, liveable homes for modern homeowners. We manage projects end-to-end — from design concept and contracting to renovation, handover and aftercare — with a strong emphasis on process, accountability and client experience.

To support our growing operations, we are looking for a highly organised, detail-driven Admin Executive to anchor our daily business operations, financial workflows and project documentation.

This role is critical to keeping the studio running smoothly behind the scenes.

Role Description

The Admin Executive sits at the centre of the business — supporting designers, management, finance and client services. You will manage contracts, payments, documentation, vendor coordination and internal systems so that projects move cleanly from sale to completion.

You are not a front-desk role — you are the operational backbone of the studio.

Key Responsibilities

1. Contracts & Project Administration

Prepare, issue and track renovation contracts, variation orders and project documents

Ensure all client agreements are properly signed, recorded and filed

Maintain accurate project records from job award through handover

Track project milestones (contract signed, payment received, work started, completion, defects liability)

2. Billing, Payments & Finance Support

Issue invoices according to project milestones

Track incoming payments and follow up on overdue accounts

Maintain payment schedules for each project

Liaise with clients, designers and finance on billing clarification

Support month-end reconciliation and reporting

3. CRM & Internal Systems

Maintain accurate client, project and contract records in the company system

Ensure all leads, customers and projects are properly logged and updated

Support system transitions (e.g. CRM, ID Connect, Network ID, contract systems)

Ensure data accuracy across sales, admin and finance workflows

4. Vendor & Supplier Coordination

Manage purchase orders and supplier documentation

Track supplier invoices, delivery schedules and job site requirements

Coordinate with designers and project managers to ensure materials and services are aligned

Maintain supplier records and payment tracking

5. Office & Operations Support

Maintain orderly filing systems (digital and physical)

Support management with reports, schedules and operational tracking

Assist in preparing documents for meetings, audits and reviews

Ensure compliance with company policies and internal controls

What We're Looking For

Must-Haves (Requirements):

Strong attention to detail — nothing slips through the cracks

Comfortable working with contracts, invoices and numbers

Highly organised and process-driven

Confident following up on payments and documentation

Able to handle multiple projects at once

Nice to Have:

Experience in renovation, interior design, construction, property or SME finance

Experience with CRM, project management or accounting systems

Understanding of project-based billing or progress payments

This role suits someone who is:

Calm, structured and systematic

Comfortable enforcing process and deadlines

Not afraid to chase payments or missing documents

Proud of keeping things clean, accurate and under control

You are the person who makes chaos look organised.

Why This Role Matters

At Third Paragraph, designers focus on creating beautiful homes — but none of that works without clean operations.

This role ensures:

Projects are financially healthy

Clients are billed correctly

Suppliers are paid on time

Management has clear visibility

The studio scales without breaking

As our Admin Executive, you will be a core part of the business — not a support afterthought.