Procurement & Operations Coordinator

Key Responsibilities

• Create purchase orders and maintain accurate procurement records, order documentation, and project information within Studio Designer, including acknowledgements, invoices, freight documents, tracking details, and estimated ship dates.
• Review vendor acknowledgments for pricing, quantities, specifications, and lead times, while monitoring active orders and proactively following up on production schedules, shipping updates, and delivery timelines.
• Cookyware with vendors, manufacturer representatives, warehouse partners, and the design team regarding order status, incoming shipments, inventory, project milestones, and delivery scheduling.
• Aid with warranty claims, damages, returns, repairs, replacements, and procurement-related issue resolution, escalating concerns to the Procurement & Operations Manager when appropriate.
• Maintain accurate procurement trackers and inventory records, including physical studio inventory, confirming received merchandise, and ensuring inventory is installation-ready.
• Prepare installation packets, punch lists, procurement updates, and other project documentation while supporting installation planning, post-installation follow-up, and internal team meetings.
• Support the overall day-to-day operations of the studio through administrative assistance and project coordination as needed.

Role Details

• Support the day-to-day execution of the procurement process from proposal approval through final installation.
• Serve as a key point of coordination between the design team, vendors, manufacturers, freight partners, and warehouse.
• Maintain accurate procurement records, project information, and inventory within Studio Designer and associated tracking systems.
• Help ensure projects remain organized, on schedule, and proactively identify potential issues before they impact project timelines.
• Aid with overall studio operations through administrative assistance and project coordination.

Requirements

• 3+ years of experience in an interior design procurement, project coordination, or similar style role. (Experience working within a residential interior design studio preferred.)
• Working knowledge of Studio Designer or similar procurement software is a must.
• Experience coordinating details and proposals for custom furnishings, lighting, fabrics, rugs, wallcoverings, etc.
• Excellent organizational skills with exceptional attention to detail and the ability to prioritize multiple projects and deadlines simultaneously.
• Familiarity with freight logistics, receiving warehouses, and installation coordination.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail) and Canva.
• Self-motivated with the ability to work independently while collaborating closely with a small team.
• Valid driver’s license and reliable transportation, or the ability to commute to projects as needed.