The Procurement & Design Operations Coordinator manages all purchasing, order tracking, vendor coordination, and installation logistics for the firm. In addition, this role supports purchasing forecasts and prepares polished client presentation materials under the direction of the Project Manager. This is a full-time hybrid position with 4–5 in-office days per week. Increased in-office presence is required during active installation periods. Procurement & Order Management • Create and issue all purchase orders with complete accuracy • Verify pricing, freight, specifications, and lead times prior to placement • Review vendor acknowledgements and resolve discrepancies in writing • Track all orders from confirmation through final delivery • Maintain precise records within Studio and related systems • Monitor production timelines and proactively communicate updates • Obtain freight quotes and coordinate shipping logistics • Manage COM fabric, CFAs, lot and bolt tracking • Negotiate pricing on larger or aggregated orders • Coordinate deposits and balance payments with Operations • Perform cross-check audits between RFQs, proposals, space plans, and orders • Maintain organized digital documentation of invoices and confirmations Vendor Management • Maintain up-to-date vendor records and contacts • Establish new vendor accounts and maintain tax-exempt documentation • Schedule vendor presentations and in-studio appointments • Serve as primary point of contact for order-related vendor communication Budget & Forecasting Support • Support the Project Manager in purchasing forecasts • Track committed spend versus approved budgets • Flag variances promptly • Assist in protecting project margins Design Presentation Support and Installation support
