Procurement Coordinator

The Procurement Coordinator is the 'acquisitionist' of R+B! R+B relies on your ability to collaborate with the Project Managers/Project Interior Designers team, and manage multiple tasks simultaneously. This position requires strong communication skills for both internal and external coordination. The ability to handle pressure, stay organized, and multi-task is crucial. The Procurement Coordinator possesses a strong sense of self-accountability, high attention to detail, and sound judgment.

You will coordinate the procurement process, ensuring timely, and efficient delivery of materials and furnishings. Your attention to detail and organizational skills will support the design and execution of our projects, contributing to their success.

Procurement Responsibilities

• Purchasing of furnishings, lighting, etc. for a project in collaboration with Project Managers/Project Interior Designers
• Order for projects, including furniture, fabrics, equipment, lighting, bespoke items and soft furnishings
• Collaborate with the Project Managers/Project Interior Designer to manage multiple procurement projects simultaneously
• Provide procurement status reports to all appropriate parties
• Maintain accurate records of orders, deliveries, and project statuses, providing regular updates to the team
• Request and collect formal product quotes from vendors
• Confirm product stock and lead times
• Produce purchase proposals and purchase orders
• Disseminate and record CFA’s, drawings, and other documents that require Project Interior Designer approval
• Monitor, manage, and expedite purchases by coordinating with vendors and freight carriers/forwarders, including overseas and customs coordination
• Track project installation schedule; collect, notify, and maintain log of ETAs, ESDs, ECDs, etc.
• Coordinate with receiving warehouses to set up project accounts and schedule installations
• Warehouse tracking and coordination includes inspection of goods, web-portal upkeep, inventory maintenance, valuation logs, receiving report review/filing/, processing damage claims and returns, movers/install logistics and planning
• Address and resolve any issues that arise during the procurement process, ensuring minimal disruption to project timelines
• Ensure all materials and furnishings meet the required standards and specifications
• Liaising with Project Managers/Project Interior Designer to understand procurement requirements and reporting on relevant issues affecting project delivery
• Keeping an overview of all upcoming and existing projects
• Managing project budgets and reporting alongside the finance department
• Finalize purchase details of orders and deliveries and gather lead times and share confirmations with the design team
• Coordinate all deliveries and logistics
• Handle all paperwork for import and export operations
• Ensure the purchase order system is kept up to date and accurate throughout the procurement process
• Following up on order confirmations and deliveries
• Field procurement emails and telephone enquiries
• Damage/s reconciliation; return damaged items and process re-order/s or request reselections

Responsibilities

• Maintain and upgrade product and vendor libraries
• Maintain vendor information in the CMR
• Build and sustain vendor relationships
• Organize and schedule vendor presentations and accredited courses for design team
• Collaborate with the Sustainability Manager and Designers for product research and development

Skills and experience

• Excellent communication and negotiation skills
• Ability to work under pressure and meet tight deadlines
• Must be flexible and able to multitask
• Self-starter and able to take responsibility
• Must have the ability to build effective professional relationships with the team, clients, suppliers, and vendors
• Driven, organized, and motivated team player in a fast-paced environment
• Highly detailed oriented
• Accounting / financial mindset
• Ability to work under little to no supervision
• Ability to maintain professionalism in all situations
• Qualifications
• Bachelor’s degree with 3+ years of experience, or demonstrated equivalence
• Interior Design and/or Hospitality purchasing experience preferred, but not required
• Experience in Houzz Pro a plus
• Proficient in Excel/Microsoft Suite
• Office management experience
• Procurement software knowledge
• Willing to communicate outside of MT business hours to address out-of-state or overseas communications swiftly
• Must be available for travel