Interior Design Procurement & Expediting Coordinator

Position Overview i

The Procurement & Expediting Coordinator will work hand in hand with our interior design team to prepare client proposals, process purchase orders, and manage vendor follow-ups from order placement through delivery.

This is a fast-paced position that requires exceptional organization, attention to detail, and the ability to manage multiple projects simultaneously.

The ideal candidate has previous experience working within an interior design firm, understands the complexities of custom furniture and furnishings, and is comfortable proactively contacting vendors to keep orders moving forward.

Key Responsibilities

Proposals & Purchasing

• Collaborate directly with the design team to prepare accurate client proposals in Studio Designer. • Gather and verify product specifications, finishes, dimensions, quantities, pricing, and vendor information. • Create, revise, and manage client proposals and purchase orders. • Convert approved proposals into purchase orders and submit orders to vendors. • Confirm pricing, availability, lead times, and order details with manufacturers and vendors. • Coordinate with accounting regarding client payments and vendor deposits. • Maintain organized purchasing records and documentation.

Expediting & Vendor Follow-Up

• Proactively expedite all active orders, from placement through production, shipping, and delivery. • Contact manufacturers and vendors regularly by phone and email to obtain accurate order updates. • Confirm order acknowledgments, production schedules, estimated completion dates, and shipping timelines. • Track custom furniture, upholstery, lighting, and other interior furnishings. • Identify potential delays, backorders, discontinued items, and production issues. • Follow up on outstanding orders without requiring reminders. • Maintain accurate estimated delivery dates and communicate changes promptly. • Escalate issues that could affect project schedules or client expectations.

Project Coordination & Communication

• Maintain accurate purchasing and expediting records in Studio Designer and Asana. • Provide regular order status updates to the design and operations teams. • Coordinate with designers regarding product selections, revisions, and purchasing requirements. • Monitor purchasing deadlines and upcoming delivery milestones. • Communicate relevant shipping information to the team responsible for warehouse receiving and installations. • Ensure project documentation is accurate, organized, and consistently updated.