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.
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.
