Procurement Project Manager - Hospitality Interiors (FF&E)

About the Role

DyeLot is a hospitality-focused interior design studio specializing in hotels, restaurants, and guest environments. We integrate interior design, branding, procurement, and architectural support to create spaces with clarity, character, and a lasting sense of place. By combining design and procurement under one roof, we bridge creative vision with sourcing, budgeting, logistics, and installation, ensuring projects reflect the highest standards of hospitality design.

We are expanding our procurement department and seeking a sharp, client-focused Project Manager passionate about the intersection of design and logistics.

Responsibilities

• Project Execution
  • Own day-to-day management of assigned FF&E procurement projects from kickoff through closeout.
  • Build and maintain detailed project schedules, procurement timelines, and tracking documents.
  • Coordinate with designers, vendors, receiving warehouses, and installation teams throughout the project lifecycle.
  • Manage all purchase orders from issuance through delivery and installation.
  • Attend site visits and installation coordination meetings as needed.
• Client Communication
  • Serve as the primary point of contact for assigned clients.
  • Prepare and distribute meeting agendas, notes, and project status updates.
  • Present FF&E specifications, proposals, and budgets with clarity and confidence.
  • Manage client expectations around lead times, product availability, and substitutions.
  • Build trust-based client relationships that remain strong during challenges.
• Weekly Client Reporting
  • Own and distribute weekly expediting status reports to every active project client without prompting.
  • Summarize order statuses, ship dates, and delivery timelines in a clear, professional format.
  • Proactively address delays and substitutions—present problems alongside solutions.
  • Prepare and distribute weekly spent-to-date financial summaries showing budgeted vs. actual spend across all line items.
  • Coordinate with the Project Director to verify all figures against Ajera before sharing with clients.
• Procurement Management
  • Source and specify FF&E in alignment with designer direction and client budgets.
  • Issue RFQs, evaluate vendor proposals, and make clear recommendations.
  • Manage the full procurement lifecycle: specification, order placement, lead time tracking, delivery, and installation.
  • Coordinate with receiving warehouses and white-glove delivery vendors.
  • Monitor lead times and flag risks before they impact the schedule.
• Financial Management
  • Build and maintain detailed project budgets and cost trackers in Excel.
  • Process purchase orders and invoices accurately and on time.
  • Prepare client billing and reconciliation reports.
  • Monitor project profitability and flag variances to the Project Director.
  • Ensure all financial data aligns with Ajera project accounting records.

Requirements

• 3 or more years of experience in FF&E procurement, interior design project management, or a closely related field.
• Exceptional proficiency in Microsoft Excel—ability to build complex tracking spreadsheets, budget reports, and cost trackers from scratch without templates.
• Outstanding written and verbal communication skills for clients, vendors, and internal teams.
• Proven ability to manage multiple projects simultaneously while maintaining organization.
• A proactive, solutions-oriented mindset—you surface problems early and propose answers.
• Detail-oriented without sacrificing speed—you move quickly while ensuring nothing falls through the cracks.
• Comfortable owning your work in a lean, fast-moving studio environment.

Nice to Have

• Familiarity with design specifications and FF&E schedules—ability to read them fluently and identify inconsistencies.
• Experience with Ajera project accounting software.
• Experience using Miro for project planning and workflow mapping.
• Background at an interior design firm, procurement studio, or hospitality FF&E company.
• Existing trade vendor relationships across furniture, lighting, and textiles.
• Experience with branded hospitality FF&E standards (e.g., Marriott, Hilton).

Benefits

• A studio that treats procurement as a craft and a real career path, not a back-office function.
• Direct collaboration with designers and architects on projects you will see come to life.
• A department being built intentionally—real ownership and room to grow.
• Health, PTO, and retirement benefits.
• A culture that values both high-quality work and work-life balance.