We're hiring a Procurement Specialist to own the order lifecycle from purchase through installation. This role keeps our projects moving, our vendors accountable, and our Studio Designer records accurate, so the design team always has clear visibility into where every order stands. Ordering and payment: Place vendor orders as assigned, confirming accuracy before submission. Process vendor payments, apply them to the corresponding POs in Studio Designer, and upload matching invoices to the shared drive. Order management and expediting: Follow up regularly with vendors on outstanding orders, completion dates, shipping, and open questions. Review and approve acknowledgements for non-custom orders, and hold vendors to quoted lead times. Escalate availability changes, extended lead times, and pricing or product discrepancies to the Senior Designers. Keep Studio Designer current with ship dates, tracking numbers, and PO notes, and deliver weekly status reports. Receiving, delivery, and installation: Oversee receiving so items are inspected, logged, and updated in Studio Designer. Create product invoices once items arrive, confirm all balances are zero before installation, and coordinate delivery logistics with the receiving and design teams. Support installation prep, join the debrief, and close out projects in Studio Designer upon completion. Issue resolution: Manage damaged or incorrect items through repairs, replacements, returns, and vendor reimbursement. Maintain clear records of open issues, track related financial losses, and keep the unidentified transactions spreadsheet current with the Bookkeeper and Office Manager. Vendor relationships and inventory: Maintain professional vendor and receiving-team relationships, manage the annual vendor meeting calendar, and track spending against purchasing minimums to protect discount tiers. Manage the studio's accessory inventory and serve as the go-to support resource during expediting and installation prep.
