• Distribute a clear weekly expediting summary to the project team every week without exception

Vendor Follow-Up

• Proactively follow up with vendors via phone and email to confirm order statuses

• Verify items have been picked, packed, and shipped within agreed timeframes

• Obtain and log tracking numbers and carrier information for all shipped orders

• Coordinate with receiving warehouses to confirm delivery appointments and intake

• Hold vendors accountable and escalate unresponsive contacts to the Project Manager promptly

Payment Requests

• Prepare and submit payment requests for all vendor invoices and purchase orders

• Verify invoice accuracy against approved purchase orders before every submission

• Ensure all required documentation — POs, approvals, contracts — is attached before anything goes to accounting

• Track payment statuses and follow up to ensure timely processing

• Flag any discrepancies or billing issues to the Project Manager immediately

Requests for Quotes

• Reach out to vendors and trade partners to solicit quotes for specified FF&E items

• Prepare and distribute RFQ documentation including product specifications, quantities, and required delivery timelines

• Follow up to ensure quotes arrive within requested timeframes

• Compile received quotes into clear comparison sheets for Project Manager review

• Maintain an organized vendor contact database to make every future RFQ faster

General Project Support

• Data entry and maintenance of all procurement tracking spreadsheets

• Organizing and filing project documents, specifications, and correspondence

• Assisting with preparation of FF&E schedules and specification sheets

• Preparing meeting notes and action item lists

• Coordinating sample and memo requests from vendors

• Supporting installation logistics and punch list documentation

• Assisting with project closeout binders and handover documentation

What You Bring

• 1 or more years of experience in project coordination, procurement, or a related administrative role — interior design or FF&E experience is a strong plus

• Strong proficiency in Microsoft Excel — this is the single most important technical skill for this role. You should be highly comfortable managing and updating detailed tracking logs, expediting sheets, and comparison spreadsheets with accuracy and speed

• Exceptional attention to detail.

• A proactive follow-up instinct.

• Strong written and verbal communication skills, particularly for vendor correspondence

• Organized enough to manage dozens of open orders across multiple active projects simultaneously

• Comfortable in a fast moving, lean studio environment where ownership matters

Nice to Have

• Experience with Ajera project accounting software

• Experience using Miro for workflow and project planning

• Prior experience at an interior design firm, procurement company, or hospitality FF&E studio

• Working knowledge of furniture, lighting, and textile trade vendors and typical lead time expectations

What We Offer

• A studio that treats procurement as a craft and a real career path, not a back-office function

• Direct exposure to high end hospitality and residential projects from order through installation

• A department that is scaling intentionally — there is a real growth path here for the right person

• [Benefits: health, PTO, retirement, etc.]

• A culture built on the belief that good work and full lives outside of work go together