Floral Studio Coordinator

Blueprint Studios•Brisbane, CA

About The Position

The Floral Studio Coordinator supports the daily administrative and operational activities of the Floral Department, focusing on inventory accuracy, shop organization, product transfers, purchasing documentation, order tracking, and project deadlines. Working directly with the Floral Design Manager, the coordinator manages inventory movements, prepares and submits purchase orders, tracks product availability and incoming orders, and maintains departmental records. The role is a primary communication point for Sales, Project Coordinators, Project Managers, vendors, and internal operational departments, helping ensure project requirements, deadlines, and outstanding needs are communicated and followed up on. The position also supports floral shop organization, inventory counts, product returns, and daily administrative activities. It includes hands-on studio work such as basic floral preparation, product handling, and general shop support. The role requires strong organizational skills, attention to detail, proactive communication, and consistent follow-through. Work may take place in offices, floral production areas, warehouses, refrigerated storage areas, and other operational facilities. The employee may encounter moderate warehouse noise, temperature variations, refrigerated conditions, water, wet floors, and floral materials. Physical duties may include extended standing or walking, repetitive hand and finger movements, and safely moving materials weighing up to 50 pounds, with assistance or appropriate equipment when necessary. Work schedules and physical demands may vary with operational needs, inventory activities, and event deadlines.

Requirements

High school diploma or GED required.
At least 2 years of experience in administrative coordination, inventory control, warehouse operations, purchasing, or a related field preferred.
Experience with inventory systems, data entry, inventory counts, and accurate recordkeeping.
Proficiency in Microsoft Office, including Excel, Outlook, and Word, or equivalent business applications.
Strong organizational skills and ability to coordinate multiple projects, orders, and deadlines simultaneously.
Ability to communicate professionally and effectively with Sales, Project Coordinators, Project Managers, vendors, and internal operational departments.
Strong attention to detail, accuracy, problem-solving skills, and consistent follow-through.
Ability to identify operational priorities, communicate concerns, and escalate issues appropriately.
Understanding of warehouse organization, product handling, inventory control, and shipping and receiving procedures.
Ability to work independently within established procedures while maintaining consistent communication with the Floral Design Manager.
Ability to work effectively in a fast-paced, deadline-driven environment.
Availability for flexible schedules, including overtime and weekends, as operationally required.
Ability to sit, stand, walk, bend, reach, and use hands to operate computers, handle documents, and inspect inventory.
Ability to stand or walk for extended periods and perform repetitive hand and finger movements associated with computer use, data entry, labeling, and inventory handling.
Ability to safely lift, carry, push, pull, and move materials weighing up to 50 pounds, with assistance or appropriate equipment when necessary.

Nice To Haves

Experience in floral operations, event production, or rental inventory coordination.
Familiarity with IntelliEvent Lightning or similar event rental and inventory software, and Asana.
Experience preparing purchase orders, tracking vendor orders, and maintaining purchasing documentation.
Bilingual in Spanish.

Responsibilities

Maintain floral inventory records, including product descriptions, quantities, locations, images, and inventory codes.
Handle, inspect, organize, and prepare floral products and materials to support inventory accuracy and daily production needs.
Coordinate inventory counts, cycle counts, and audits, and communicate stock levels, damaged items, discrepancies, and replenishment needs to the Floral Design Manager.
Document product and equipment check-ins and check-outs, inventory adjustments, reusable materials, discrepancies, and corrective actions according to company procedures.
Organize the floral shop, including storage, labeling, accessibility, preparation areas, workstations, coolers, and product storage spaces.
Assist with basic floral preparation, including unpacking, sorting, conditioning, and organizing flowers and supplies.
Coordinate product movements between the Floral Department, Shipping, Receiving, Warehouse Operations, and other departments, including transfers between San Francisco and Las Vegas.
Prepare, track, and follow up on transfer requests, approvals, shipping documentation, system transactions, receipts, inspections, and returns.
Prepare and submit purchase orders according to approved requirements and company procedures, obtaining required approvals from the Floral Design Manager.
Coordinate with suppliers and vendors on availability, pricing, specifications, order confirmations, delivery schedules, delays, shortages, substitutions, incorrect shipments, and other purchasing inquiries.
Track purchase orders, vendor confirmations, delivery dates, order status, outstanding deliveries, and purchasing deadlines; maintain purchasing records and vendor information.
Coordinate with Receiving to verify incoming product quantities, conditions, and documentation against purchase orders.
Support invoice verification and purchasing documentation with Accounting and authorized personnel; refer pricing changes, substitutions, and decisions requiring approval to the Floral Design Manager.
Serve as a communication link between the Floral Department and Sales, Project Coordinators, Project Managers, Warehouse Operations, Field Operations, and other internal departments.
Coordinate information about project requirements, product availability, production schedules, deliveries, installations, transportation, event preparation, and returns.
Follow up on outstanding requests, missing information, scheduling needs, and operational requirements; track project deadlines and communicate updates, changes, and potential delays.
Escalate scheduling conflicts, inventory shortages, project changes, purchasing discrepancies, safety concerns, and other operational issues to the Floral Design Manager.
Comply with company safety policies, warehouse procedures, inventory standards, purchasing requirements, and recordkeeping procedures.
Identify and report unsafe conditions, damaged products, and operational hazards, and recommend practical workflow and process improvements.
Maintain a clean, organized, and safe floral shop and administrative work environment.