Interior Design Purchasing & Project Coordinator

Interior Design Purchasing & Project Coordinator Position OverviewWe are seeking an organized, detail-oriented interior design professional with hands-on purchasing experience to support our projects from approved design selections through ordering, delivery, installation, and final closeout.The ideal candidate has worked in an interior design studio or a closely related furnishings or design environment and understands the details involved in purchasing high-end furniture, lighting, fabrics, finishes, and custom pieces. You should be comfortable reading design drawings and specifications, communicating with showrooms and fabricators, and making sure every order accurately reflects the design team's intent.This role centers on purchasing and project coordination, working closely with our designers, project managers, vendors, and trade partners. Key Responsibilities Design Purchasing & Order AccuracyTranslate approved design selections and specifications into accurate quote requests and purchase orders.Review vendor quotes against drawings, finish schedules, and product specifications, checking dimensions, quantities, materials, finishes, pricing, and lead times.Read plans and assist with quantity takeoffs, confirming requirements with the design team and relevant trades before ordering.Verify custom order details and flag discrepancies or missing information for designer approval.Source products and alternatives that meet the project's design requirements, budget, and schedule.Vendor, Showroom & Fabricator CoordinationBuild and maintain relationships with furniture and lighting vendors, showrooms, fabricators, and trade partners.Obtain quotes and confirm trade pricing, payment terms, freight costs, production schedules, and delivery requirements.Coordinate samples, finish approvals, and custom product details with the design team.Maintain an organized vendor resource list and schedule relevant product presentations and showroom visits.Project Tracking, Delivery & InstallationMaintain up-to-date purchasing records, project budgets, order statuses, and delivery schedules.Track orders from placement through production, shipping, receipt, and installation.Communicate delays promptly and work with the design team to resolve issues.Coordinate deliveries and installations with vendors, receivers, installers, and project teams.Resolve damaged or incorrect items, warranty claims, replacements, and outstanding punch list items.Payments & DocumentationCoordinate vendor deposits and final payments in accordance with company procedures.Maintain accurate purchase orders, invoices, order confirmations, and project records.Check invoices against approved quotes and orders, resolving discrepancies before payment.Keep project information organized so the team has a clear view of costs, commitments, and upcoming deadlines. Qualifications Prior experience in an interior design studio, furnishings showroom, or closely related design environment is required, including hands-on responsibility for project purchasing or order management.Working knowledge of high-end furniture, lighting, fabrics, finishes, materials, and custom furnishings.Ability to read interior design plans, drawings, schedules, and product specifications.Experience reviewing vendor quotes and managing orders, lead times, deliveries, and installation details.Strong attention to detail, particularly when checking dimensions, finishes, quantities, and custom specifications.Excellent organization and follow-through, with the ability to manage multiple projects and deadlines.Clear, professional communication with designers, clients, vendors, and trade partners.Proficiency in Excel and experience with purchasing or project management software.Familiarity with AutoCAD, Bluebeam, or SketchUp is a plus.A collaborative approach and the ability to work independently and resolve problems proactively. Equal Opportunity Notice Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. Representation Notice By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client. Privacy Notice Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR and UK GDPR may access our policies here. Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: · the individual's skill sets, experience and training; · licensure and certification requirements; · office location and other geographic considerations; and · other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).