Interior Design Procurement & Expediting Coordinator

Job Description: 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: 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-UpProactively 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. Warehouse operations and installation coordination are handled by a separate team. Required Qualifications2–3 years of experience in interior design procurement, purchasing, or expediting, preferably within a residential interior design firm. Experience purchasing and tracking furniture, lighting, upholstery, and other interior furnishings. Familiarity with the interior design proposal and purchase order process. Experience managing multiple vendor orders and tracking production and shipping timelines. Comfortable proactively calling vendors and manufacturers to obtain updates and resolve outstanding questions. Experience with project management software such as Asana, Monday.com, or similar platforms. Excellent organizational skills and exceptional attention to detail. Strong written and verbal communication skills. Ability to manage multiple priorities in a fast-paced environment. Self-motivated, adaptable, and comfortable working independently.

Preferred Qualifications: Hands-on experience with Studio Designer, including proposals, purchase orders, and procurement tracking. Experience working for a luxury residential interior design firm. Knowledge of custom furniture manufacturing, upholstery, COM/COL materials, and vendor lead times. Experience with trade-only furniture and lighting vendors. Advanced experience using Asana for project tracking and team communication. Familiarity with QuickBooks or similar accounting software.

What We're Looking For: We are looking for someone who understands that successful interior design procurement requires more than simply placing orders. The right candidate is proactive, detail-oriented, and comfortable taking ownership of the purchasing and expediting process. They understand the importance of accurate specifications, consistent vendor follow-up, and timely communication with the design team. This is a fast-paced environment, and priorities can shift quickly. We value someone who is flexible, resourceful, and able to anticipate potential issues before they affect project timelines. We are especially interested in candidates who have worked directly with interior designers and understand the purchasing and expediting requirements of high-end residential projects.

How to Apply: Please submit your resume highlighting relevant experience in purchasing, procurement, logistics, or project coordination. Candidates with interior design procurement experience and proficiency in Studio Designer are strongly encouraged to apply.