Floral Studio Coordinator

Blueprint Studios•Brisbane, CA

7d•$22 - $26

About The Position

The Floral Studio Coordinator supports the daily administrative and operational activities of the Floral Department, focusing on inventory accuracy, studio organization, product transfers, purchasing documentation, order tracking, and project deadlines. Working directly with the Floral Design Manager, the Coordinator maintains inventory records, prepares and submits purchase orders, tracks product availability and incoming orders, and communicates with Sales, Project Coordinators, Project Managers, and internal operational departments to coordinate project requirements and follow up on outstanding needs. The role also supports inventory counts, product returns, daily administrative work, and hands-on floral studio operations, including basic floral preparation, product handling, and general shop support. It requires organization, attention to detail, proactive communication, and reliable follow-through. The position may involve work in offices, floral production areas, warehouses, refrigerated storage areas, and other operational facilities.

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 vendors and internal departments, including Sales, Project Coordinators, and Project Managers.
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.

Nice To Haves

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

Responsibilities

Maintain accurate floral inventory records, including product descriptions, quantities, locations, images, and inventory codes.
Handle, inspect, organize, and prepare floral products and materials; coordinate inventory counts, cycle counts, and audits.
Track product availability, stock levels, damaged items, shortages, discrepancies, inventory movements, and corrective actions; report findings to the Floral Design Manager.
Document product and equipment check-ins and check-outs, inventory adjustments, reusable materials, containers, decorative items, and department equipment.
Organize floral shop storage, labeling, inventory 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 and transfers between departments and between San Francisco and Las Vegas; track approvals, shipping documentation, deadlines, returns, and receipt inspections.
Prepare and submit purchase orders according to approved requirements and purchasing procedures, obtaining required approvals before submission.
Coordinate with floral suppliers and vendors on availability, pricing, specifications, order confirmations, delivery schedules, delays, shortages, substitutions, incorrect shipments, and other inquiries.
Track purchase orders, vendor confirmations, deliveries, order status, and purchasing deadlines; maintain purchasing records and vendor contact information.
Coordinate with Receiving to verify incoming product quantities, condition, 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 the primary 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, 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, and other operational concerns to the Floral Design Manager.
Comply with company safety policies, warehouse procedures, inventory standards, purchasing requirements, and recordkeeping procedures.
Maintain a clean, organized, and safe work environment; follow proper storage, labeling, and handling procedures and report hazards or damaged products.
Recommend practical improvements to inventory accuracy, product tracking, shop organization, purchasing coordination, and administrative workflows.