The Role
The Procurement & Operations Specialist will manage the daily flow of orders, vendors, and data across multiple client projects.
You’ll ensure that quotes become POs, vendors ship on time, deliveries are correct, and every project is properly tracked through our systems. You’ll also assist with vendor onboarding and communication, maintaining updated catalogs, and ensuring our systems reflect reality — pricing, timelines, and documents included.
This is a remote, detail-driven role that requires excellent coordination, vendor communication, and system accuracy. You’ll work closely with Hans (Operations), the Designer, and the Project Manager to keep projects moving from confirmation to installation.
Key Responsibilities
Procurement & Vendor Coordination
- Create and manage Purchase Orders (POs) in Zoho (transitioning soon to Odoo).
- Track and update vendor acknowledgments, production statuses, and shipping timelines.
- Onboard and maintain vendor records (contacts, W-9s, catalogs, terms etc).
- Conduct vendor outreach to expand the qualified vendor pool.
- Handle order documentation: quotes, invoices, order confirmations, packing lists, and photos.
- Communicate with vendors to resolve delays, damages, or substitutions.
Operations & Workflow Management
- Maintain project-level data integrity across Odoo and Airtable (statuses, POs, payments, ETAs).
- Coordinate with the Designer and Project Manager to ensure project timelines, install dates, and order statuses align.
- Support Accounting by tracking factoring submissions, deposit/balance payments, and invoice reconciliations.
- Run weekly check-ins for open POs and shipment tracking.
Support the implementation of clean data workflows and naming conventions across systems.
- Help “build while flying” — document processes as you execute them to improve clarity and efficiency.
Logistics & Fulfillment
- Track inbound shipments and ETAs; ensure clear communication of delivery schedules.
- Verify ship-to addresses and implement address-confirmation SOPs to prevent errors.
- Coordinate installations by ensuring all items and documentation are ready ahead of delivery.
- Record receiving documents, reconcile shipment discrepancies, and manage claims or replacements.
Vendor & System Maintenance
- Keep vendor folders and PO documents organized in Google Drive.
- Communicate status updates via Slack and maintain daily visibility on project progress.
- Participate in vendor evaluations and updates for preferred vendor lists.
Qualifications
- 5+ years of experience in procurement, operations, or logistics, preferably within interiors, FF&E, or project-based environments.
- Strong communication and coordination skills — you keep people and details aligned.
- Familiarity with vendor management, PO tracking, and freight coordination.
Experience with Zoho or Odoo, Airtable, and Google Workspace.
- Detail-oriented
- Able to self-manage, prioritize, and communicate proactively.
- Comfortable in a “build-as-we-grow” environment where processes are improving continuously.
- Bonus: background or understanding of furniture, materials, or design specifications.
You’ll Thrive Here If You
- Love structure and accuracy but can thrive in ambiguity.
- Communicate clearly and consistently, even under pressure.
- See process gaps and fix them rather than waiting for direction.
- Enjoy the intersection of logistics, systems, and creative collaboration.
