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.
