Position Summary: 

The Procurement Coordinator is responsible for coordinating and executing the procurement, inventory, and administrative processes that support Curatist Studio’s design projects and day-to-day studio operations. This role manages the purchasing lifecycle for furniture, fixtures, equipment, décor, and other project materials, from obtaining quotes and placing orders through delivery, installation, reconciliation, and resolution of deficiencies or warranty issues.

The Procurement Coordinator works closely with the design team, clients, vendors, contractors, and external service providers to ensure purchases are cost-effective, accurately tracked, delivered on schedule, and aligned with project budgets and specifications. The role also maintains studio inventory and procurement systems while providing general administrative and operational support to the management and creative teams.

Key Responsibilities:

Procurement & Purchasing:

• Maintain and execute Curatist Studio’s established FF&E specification and procurement processes, using Smartsheet and other systems to ensure accurate tracking.

• Coordinate the purchasing lifecycle for project furniture, fixtures, equipment, décor, and other materials from quote through delivery and installation.

• Manage the ordering of custom FF&E, including purchase orders, vendor communication, deliverables, and installation timelines.

• Obtain and evaluate vendor quotes and coordinate purchasing decisions in alignment with project requirements and budgets.

• Develop and maintain purchasing strategies that support cost-effectiveness, efficiency, and simplified procurement processes.

• Negotiate account terms, supplier discounts, delivery arrangements, and other purchasing conditions where appropriate.

• Coordinate customs brokers, importing requirements, movers, installers, and other external service providers as required.

• Maintain accurate purchasing proposals, purchase orders, invoices, receipts, and related documentation.

• Reconcile proposals and purchase orders against purchased items and purchasing reports, ensuring accurate financial and project records.

• Communicate with vendors regarding invoice discrepancies, tax adjustments, damaged or incorrect items, and other purchasing issues.

• Maintain the master vendor list and ensure vendor information remains current and organized.

Project Coordination & Budget Management:

• Track and coordinate FF&E orders and detailed delivery and installation schedules to support project timelines.

• Coordinate project purchasing budgets with the Lead Designer to ensure purchases remain within approved purchasing parameters.

• Monitor purchasing activity against project budgets and identify potential variances or concerns proactively.

• Coordinate with clients, designers, vendors, movers, and installation trades to ensure purchasing and delivery activities align with project schedules.

• Support the project team by gathering historical project information and procurement records for future proposals and planning.

• Ensure purchasing documentation is complete, organized, and readily accessible throughout the project lifecycle.

Inventory Management:

• Maintain Curatist Studio’s inventory records using Shopify and other designated systems.

• Receive, photograph, barcode, unpack, repackage, and manually enter inventory items into Shopify.

• Track inventory movement between the studio, off-site storage, project sites, and warehouses.

• Coordinate the transfer of small inventory items independently and arrange third-party support for larger or more complex transfers.

• Allocate and sell inventory to projects and reconcile inventory transactions within Shopify.

• Maintain accurate inventory records and support efficient organization and storage of studio materials.

Receiving, Quality Control & Returns: 

• Monitor and validate the quality and condition of items received for projects and studio inventory.

• Identify deficiencies, damaged goods, missing items, and warranty issues and coordinate resolution with vendors.

• Manage product returns in person or online as required.

• Coordinate replacement, repair, or warranty processes to minimize impacts on project timelines.

• Unpack and assemble new furniture and other items as required.

Installation & Physical Project Support:

• Coordinate delivery and installation schedules for FF&E and project materials.

• Obtain quotes and coordinate movers, installers, and trades required for project-site installation.

• Support on-site installations as required, including lifting, moving, unpacking, and assembling furniture and décor.

• Ensure materials and furnishings are appropriately received, handled, assembled, and positioned in accordance with project requirements.

• Maintain a practical, solutions-oriented approach to resolving delivery, installation, and product issues in the field.

Administrative & Studio Operations:

• Track and maintain contract documents, deposits, contract amendments, change orders, and other project documentation.

• Establish new projects within designated tracking platforms and archive systems.

• Maintain studio contact lists, trackers, templates, procedures, and other operational documentation.

• Track and reconcile internal working hours against project budgets.

• Assist with administrative tasks for the Creative Director and management team as required.

• Provide occasional scheduling support to the Principal and Studio Director.

• Arrange travel, training sessions, workshops, social activities, and other studio events as directed.

• Support ongoing improvements to Curatist Studio’s office systems, processes, and operational efficiency.

• Perform other related administrative, procurement, inventory, and studio operations duties as assigned by management.

Qualifications:

Required:

• 3–5 years of experience in inventory management, procurement, purchasing, project coordination, or a related field.

• Demonstrated experience coordinating purchasing activities, vendors, deliveries, and project timelines.

• Strong organizational skills with the ability to manage multiple projects, orders, deadlines, and competing priorities simultaneously.

• Strong attention to detail and accuracy in financial, purchasing, inventory, and project documentation.

• Demonstrated ability to track budgets, reconcile purchasing information, and identify discrepancies.

• Strong communication and relationship-management skills, with the ability to work effectively with vendors, clients, designers, contractors, and internal team members.

• Valid driver's licence and access to a reliable vehicle.

• Ability to lift up to 50 lbs and perform the physical requirements associated with receiving, moving, unpacking, and assembling furniture and décor.

• Ability to work effectively both independently and as part of a collaborative studio environment.

Preferred:

• Experience working within an interior design, architecture, construction, furniture, hospitality, or related project-based environment.

• Experience with FF&E specification and procurement.

• Experience using Shopify for inventory management.

• Experience using Smartsheet or similar project and procurement tracking software.

• Experience with AutoCAD or familiarity with design-related software and documentation.

• Experience managing custom furniture or specialty product orders.

• Experience coordinating international purchasing, customs, importing, or freight.

Core Competencies:

• Procurement and vendor management

• Project coordination and scheduling

• Inventory management

• Budget tracking and financial reconciliation

• Negotiation and cost management

• Organization and attention to detail

• Problem-solving and operational judgment

• Client and stakeholder communication

• Systems and technology proficiency

• Physical and logistical coordination

• Collaboration and teamwork

This job description reflects the general nature and level of work performed in this role. It is not an exhaustive list of all responsibilities, and duties may be adjusted as the needs of Curatist Studio and its projects evolve.