Procurement Project Coordinator— Hospitality Interiors (FF&E)

Common Arts•Long Beach, CA

About The Position

DyeLot is a hospitality-focused interior design studio that designs hotels, restaurants, and guest environments. We believe great hospitality projects require a seamless partnership between design and procurement. By bringing both disciplines together under one roof, we bridge creative vision with sourcing, budgeting, logistics, and installation. We are growing the procurement department and looking for a Project Manager who is sharp, client focused, and genuinely passionate about the intersection of design and logistics. This role is for someone who is meticulous, fast to follow up, and genuinely satisfied by a spreadsheet that is clean, current, and complete. The detail work you own directly protects the client experience and the integrity of every project we deliver.

Requirements

1 or more years of experience in project coordination, procurement, or a related administrative role
Strong proficiency in Microsoft Excel — highly comfortable managing and updating detailed tracking logs, expediting sheets, and comparison spreadsheets with accuracy and speed
Exceptional attention to detail
A proactive follow-up instinct
Strong written and verbal communication skills, particularly for vendor correspondence
Organized enough to manage dozens of open orders across multiple active projects simultaneously
Comfortable in a fast moving, lean studio environment where ownership matters

Nice To Haves

Interior design or FF&E experience is a strong plus
Experience with Ajera project accounting software
Experience using Miro for workflow and project planning
Prior experience at an interior design firm, procurement company, or hospitality FF&E studio
Working knowledge of furniture, lighting, and textile trade vendors and typical lead time expectations

Responsibilities

Own and maintain up-to-date expediting sheets for all active projects, logging all purchase orders, expected ship dates, and delivery windows accurately and in real time.
Conduct a structured weekly expediting run-through across every open order in the portfolio, confirming items have shipped or are on track against project installation and delivery schedules.
Identify at-risk orders and escalate to the Project Manager before they become a schedule problem.
Distribute a clear weekly expediting summary to the project team every week without exception.
Proactively follow up with vendors via phone and email to confirm order statuses, verify items have been picked, packed, and shipped within agreed timeframes, and obtain and log tracking numbers and carrier information for all shipped orders.
Coordinate with receiving warehouses to confirm delivery appointments and intake.
Hold vendors accountable and escalate unresponsive contacts to the Project Manager promptly.
Prepare and submit payment requests for all vendor invoices and purchase orders, verifying invoice accuracy against approved purchase orders before every submission.
Ensure all required documentation — POs, approvals, contracts — is attached before anything goes to accounting.
Track payment statuses and follow up to ensure timely processing.
Flag any discrepancies or billing issues to the Project Manager immediately.
Reach out to vendors and trade partners to solicit quotes for specified FF&E items, prepare and distribute RFQ documentation including product specifications, quantities, and required delivery timelines.
Follow up to ensure quotes arrive within requested timeframes and compile received quotes into clear comparison sheets for Project Manager review.
Maintain an organized vendor contact database to make every future RFQ faster.
Data entry and maintenance of all procurement tracking spreadsheets.
Organizing and filing project documents, specifications, and correspondence.
Assisting with preparation of FF&E schedules and specification sheets.
Preparing meeting notes and action item lists.
Coordinating sample and memo requests from vendors.
Supporting installation logistics and punch list documentation.
Assisting with project closeout binders and handover documentation.