FF&E and Procurement Coordinator

Design 4 Corners•Carlsbad, CA

8d•Onsite

About The Position

Design 4 Corners is a full-service interior design studio in Carlsbad, California, that designs residences with intention, shaping each space around how clients live and what they care about. The studio is small, collaborative, and exacting, and this role leads its procurement function. The FF&E and Procurement Coordinator owns the furniture, fixtures, and materials process from the moment a designer selects an item to the day the project is installed, punched, and closed. This role leads the department: setting the standard, running the process, owning vendor and warehouse relationships, and being accountable for every item landing on time, correct, and documented. The role works alongside the Studio Finance and Billing lead, who owns client and vendor payments, and reports to the principals. The ideal candidate has run this process before at a residential design firm, is fluent in the software and the vocabulary, and is above all a problem solver.

Requirements

Three or more years running FF&E procurement and expediting at an interior design, architecture, or construction firm, with residential experience preferred.
Proficiency in Studio Designer is strongly preferred. Proficiency in a comparable design-industry project and purchasing platform is required, along with the ability to become fluent in Studio Designer quickly.
Proficiency in Microsoft Office (Excel, Word, Outlook) is required.
Tech-savvy, with a track record of picking up new software and tools quickly and with real enthusiasm.
Experience leading a process, not only executing one. You have set a standard, trained others to it, and held it.
A problem solver at heart. You take ownership of an issue from the moment it surfaces to the moment it is resolved, and you are not intimidated by the messy middle.
Exacting attention to detail and sound judgment in anticipating product availability and logistics complications before they become problems.
Clear, professional communication with vendors, clients, contractors, and colleagues.
An eye for interior design and fluency in its vocabulary.
Steady under pressure. Proactive, reliable, and always looking for a better way to do things.

Nice To Haves

Familiarity with design software is welcome.

Responsibilities

Own the studio's FF&E workflow end to end and hold the team to it. Maintain and improve the process as the studio grows.
Run the weekly FF&E review. Report open items, delays, claims, and aging to the principals.
Own vendor, showroom, workroom, and warehouse relationships. Set up and maintain trade accounts.
Partner with Studio Finance and Billing on proposals, funds-cleared releases, vendor balances, and project financial close.
Create and prepare client proposals using Studio Designer for client review and approval.
Audit designer specifications for completeness before anything is quoted: vendor, SKU, finish, dimensions, quantity, room tag, cost.
Request, review, and log vendor quotes, samples, strike-offs, and product holds. Build client proposals by room in Studio Designer.
Issue purchase orders with correct ship-to and tax treatment. Maintain acknowledgements and route approvals, shop drawings, and finish samples to the design team.
Track every order from placement through delivery. Update Studio Designer daily; issue Item Trackings to the warehouse and designers every two weeks. Flag risk early and drive wait-or-reselect decisions.
Own receiving: every item, whether it lands at the warehouse, the job site, or in our office, is inspected and recorded.
Resolve damages, returns, exchanges, and carrier claims with solutions that protect the client, the studio, and the vendor relationship. Follow every open item to closure.
Plan and run installations: readiness lists, client and GC scheduling, truck lists, install packets, day-of receiving, and punch lists.
Conduct project close-outs, including the client Care Binder and the reconciliation to zero open items.
Manage the sample and resource library.
Maintain project files in Dropbox and Studio Designer.
Oversee supplies, equipment, facilities, and office vendors.
Receive and process mail and deliveries.
Serve as a point of contact for vendors and visitors. Keep the studio presentable and reflective of our aesthetic.
Take on special projects as they arise.