Procurement & Design Operations Coordinator

Job Overview
We are seeking a dynamic and detail-oriented Procurement & Design Operations Coordinator to join our team. In this pivotal role, you will drive the efficiency of procurement processes and support design operations, ensuring seamless coordination between sourcing, purchasing, inventory management, and project execution activities. Your expertise will help optimize materials flow, enhance supplier relationships, and streamline project execution. This position offers an exciting opportunity to contribute to innovative projects while working within a fast-paced, collaborative environment that values proactive problem-solving and continuous improvement.

What You'll Do

Procurement & Order Management

• Create and issue all purchase orders with complete accuracy
• Verify pricing, freight, specifications, and lead times prior to placement
• Review vendor acknowledgements and resolve discrepancies in writing
• Track all orders from confirmation through final delivery
• Maintain precise records within Studio Designer and related systems
• Monitor production timelines and proactively communicate updates
• Obtain freight quotes and coordinate shipping logistics
• Manage COM fabric, CFAs, and lot and bolt tracking
• Negotiate pricing on larger or aggregated orders
• Coordinate deposits and balance payments with Operations
• Perform cross-check audits between RFQs, proposals, space plans, and orders
• Maintain organized digital documentation of invoices and confirmations

Vendor Management

• Maintain up-to-date vendor records and contacts
• Establish new vendor accounts and maintain tax-exempt documentation
• Schedule vendor presentations and in-studio appointments
• Serve as the primary point of contact for order-related vendor communication

Budget & Forecasting Support

• Support the Project Manager in purchasing forecasts
• Track committed spend versus approved budgets
• Flag variances promptly
• Assist in protecting project margins

Design Presentation Support

• Prepare polished client presentation materials under the direction of the Project Manager
• Source product imagery, tearsheets, and specifications for client decks

Installation Support

• Support on-site installation days, with increased presence during active install periods
• Coordinate delivery sequencing and receiving with the broader team
• Ensure all materials are accounted for and any issues are resolved before install day

What You Bring

Must-haves

• 3–7 years of experience in procurement, operations, or interior design purchasing
• Exceptional attention to detail and follow-through
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and Houzz
• Comfort working within procurement or project management software
• Financial literacy and comfort reviewing pricing and budgets
• Ability to balance focused desk work with active installation days
• Reliable car and willingness to travel to installations and vendor appointments

Who Thrives Here

We're a collaborative team that takes our work — but not ourselves — seriously. You'll do well here if you're:

• Professional and emotionally mature with a calm, solutions-oriented approach
• Extremely organized with sharp attention to detail and strong follow-through
• A self-starter who moves projects forward without being asked
• Reliable and trustworthy — we count on each other to deliver
• Adaptable and comfortable shifting between focused desk work and active installation days
• Growth-minded and invested in building a long-term career with us
• High-energy and a natural multitasker — you thrive with multiple projects in motion at once
• Fast on your feet — unfazed by shifting schedules and able to pivot quickly between tasks without losing momentum

How to Apply

Send your resume and a short cover letter telling us why you'd be a great fit to Careers@AleksandraNovaDesign.com.

We read every application and look forward to meeting you!

Pay: $80,000.00 - $90,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person