Purchasing Coordinator

3 days ago

Chicago, United States RoseBernard Studio Full time

Job Title: Purchasing Coordinator

Experience Level: 3-5 year, Intermediate Level

Location: Remote, Full-Time Contract


Position Summary:

The Purchasing Project Coordinator will play a crucial role in supporting the Interior Design Team. This role focuses on maintaining transparent and positive communication with vendors and interior designers, diligently tracking the status of orders, and keeping accurate, organized records. The Purchasing Coordinator will be responsible for managing vendor submittals, tracking lead times, and ensuring that all information is up-to-date and communicated effectively across multiple projects. This highly collaborative role requires excellent communication and project management skills, as well as a strong understanding of the FF&E procurement process for Hospitality Interior Design projects.


You’ll be a great fit if:

  • You excel in transparent and positive communication, keeping all parties informed with clarity and professionalism. A strong team-player.
  • You are willing to ask questions, learn, and take direction.
  • You understand the importance of timely and consistent follow-up
  • You have an eye for detail
  • You love to compare quotes and create bid analyses to recommend project strategies.
  • You love to organize information and follow a process. You are great at maintaining accurate records and tracking project details.
  • You thrive in a remote work environment, demonstrating self-discipline and initiative.
  • You are comfortable supporting multiple project managers across various projects and can manage competing priorities.
  • You enjoy working with vendors to track and manage order statuses and lead times.
  • You like being around interior design but are not interested in being a designer.


Scope of Responsibilities:

  • Transparent Communication:

Maintain open and clear communication with project managers to keep them informed of project details and status updates.

  • Positive Communication:

Foster a positive working relationship with vendors and team members, using proactive communication to resolve issues and keep projects moving forward.

  • Follow-Up:

Diligently follow up to collect vendor invoices and submittals, ensuring that required documentation is received and recorded accurately. Follow-up on questions asked by the PM to vendors to ensure we get quick and accurate responses. Help obtain approvals in a timely manner.

  • Order Tracking:

Track the status of orders from issuance of POs to delivery, keeping detailed records of lead times, production schedules, approval status, ship dates, shipping documents, damage reports, and other order details.

  • Documentation Management & Organization:
  • Organize and maintain accurate project documentation, including design specifications, order acknowledgements, vendor invoices, vendor submittals, designer control samples, lead time updates, delivery schedules and close-out documentation (Care, Cleaning, Warranty, Flame Certificates).
  • Manage project documentation, including quantity matrix, bid analysis, budgets, change orders, purchase orders, and invoices.
  • Manage the project status using company-provided software, systems, and processes.


  • Logistics Support:
  • Shipment Documentation: Request and manage all shipment documentation, including Packing Lists (PLs), Bills of Lading (BOLs), Proofs of Delivery (PODs), and Receiving Reports (RRs) from the warehouse.
  • Reconciliation: Reconcile Packing Lists against PO quantities and corresponding Receiving Reports to ensure accuracy and consistency.
  • Record Keeping: Maintain detailed and organized records of all logistics documentation, ensuring that all discrepancies are identified and addressed promptly.
  • Vendor Coordination: Coordinate with vendors to ensure that all required shipment documents are provided and verified, supporting smooth and timely delivery of orders.


  • Support Multiple Projects:

Assist more than one designer across 2-3 projects, ensuring that all project needs are met and that information is shared effectively across the team.


  • Submittal Coordination:

Collect and manage vendor submittals, routing them to the appropriate channels for approval and ensuring that all iterations are logged and filed correctly.


  • Order Records Maintenance:

Keep all order records updated and organized, ensuring that project managers have access to the latest information at all times.


  • Meeting Participation:

Join project meetings, take notes, and distribute minutes, ensuring that all action items are tracked and followed up on promptly.


  • Accuracy and Detail:

Review and proofread all project-related communications for accuracy


Qualifications:

  • 2-4 years of experience in a project coordination or administrative support role, preferably in FF&E procurement or a related field.
  • Proficient with MS Outlook, MS Teams, Excel and other cloud-based tools.
  • Exceptional communication skills with a focus on transparency and positivity.
  • Strong organizational and follow-up skills, with a keen eye for detail.
  • Ability to manage multiple projects and priorities in a remote setting.
  • A proactive, solution-oriented mindset with a commitment to supporting team success.


What We Offer:

  • The opportunity to work with a dynamic and experienced team in a growing company.
  • A flexible remote work environment
  • Benefits package including Health, Vision, Dental
  • Flexible PTO policy, generous paid holidays, and time off.


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