Purchasing and Inventory Coordinator

A little bit about us

U-Fab Interiors has been Richmond’s trusted source for custom home furnishings, upholstery, and design services since 2008. What started as a small upholstery shop has grown into a 28,000 square foot showroom in Richmond’s Near West End - home to thousands of designer fabrics, a state-of-the-art workroom, and a handpicked selection of customizable furniture from the industry’s most reputable brands. In 2023, we launched Curated Furnishings, our sister brand focused on elevated, ready-to-go home furnishings for customers who want a designer look without the full custom process. Together, the two brands let us serve a wider range of customers while staying true to what we’ve always believed: great design should be approachable, and every home deserves expert guidance.

The Purchasing & Inventory Coordinator

• Purchasing & Vendor Management:
  • Maintaining current vendor price lists, product information, and purchasing records across 30-40 key vendors (plus additional secondary vendors).
  • Verifying vendor pricing, freight, discounts, and landed costs.
  • Communicating with vendors regarding pricing, availability, lead times, product updates, and discontinued items, and building strong working relationships with vendor representatives.
• Special Order Management:
  • Reviewing completed sales orders for accuracy, then verifying customer selections, configurations, dimensions, finishes, pricing, and freight before submitting purchase orders to vendors.
  • Confirming required vendor forms and documentation are completed and included with the purchase order when customer-supplied (COM) fabric is involved.
  • Reviewing vendor acknowledgments for accuracy and sharing with the design/sales team; monitoring outstanding orders from acknowledgment through delivery.
  • Communicating proactively with vendors and internal teams (Sales, Design, Customer Service, Operations) on production schedules, backorders, shipping updates, and delivery dates.
  • Cooking order revisions, cancellations, warranty claims, and service issues, resolving problems before they impact customer deliveries.
• Product Setup & SKU Management:
  • Creating and maintaining product SKUs.
  • Maintaining complete and accurate product records, including descriptions, specifications, images, and supporting documentation.
  • Updating pricing as vendor costs change, and archiving discontinued products to keep the database organized.
• Inventory Management:
  • Monitoring inventory levels and replenishment needs, processing adjustments and transfers, and investigating and resolving discrepancies.
  • Assisting with cycle counts and annual physical inventory.
  • Maintaining accurate inventory records and supporting warehouse and operations teams in improving inventory accuracy.
• Vendor Invoice Processing & Accounts Payable Support:
  • Reviewing vendor invoices for payment, ensuring accuracy and processing within payment terms.
  • Verifying invoices against purchase orders, acknowledgments, receiving documents, and vendor pricing.
  • Investigating and resolving invoice discrepancies with vendors and internal departments.
  • Processing vendor credits, freight adjustments, and pricing corrections.
• Cross-Functional Support:
  • Identifying opportunities to improve purchasing, inventory, and product setup processes, supporting broader efforts to streamline systems and records.
  • Providing product pricing and product information support to Sales and Design Consultants across both U-Fab Interiors and Curated Furnishings.
  • Supporting Accounting with cost questions and vendor reconciliation.
  • Assisting Operations and Warehouse teams with inventory-related questions.

Qualifications

• 2+ years of experience in purchasing, inventory management, retail operations, vendor relations, accounting support, or a related field, along with a high school diploma or equivalent.
• Proficient in Microsoft Excel or Google Sheets.
• Bring retail experience, including entry-level or part-time roles (think cashier or register work).
• Excellent organizational and time management skills.
• Exceptional attention to detail.
• Strong analytical and problem-solving abilities.
• Communicate clearly, both in writing and in conversation.
• Comfortable managing multiple priorities at once.
• Experience with a POS or order-tracking system.
• Experience with a large, varied vendor base.
• Briefly mention furniture, interior design, or manufacturing experience (a plus, not required).
• Accounts Payable or invoice processing experience (a plus, not required).

Why U-Fab?

• Competitive base salary + performance bonus opportunity.
• Medical, dental, and vision benefits.
• 401(k) with employer matching.
• Generous PTO and paid holidays.
• Employee discount program.
• Short and long-term disability and life insurance.
• A seat at the table in a growing entrepreneurial company - real scope, real impact, real ownership.
• A leadership culture that values trust, transparency, and work that matters.