PROCUREMENT COORDINATOR (contractor)

Back Office • Detail-Oriented • Financial + Logistical Support

Part-Time • Hourly / As-Needed

Overview

The Procurement Coordinator is a meticulous, focused, and highly organized back-office professional responsible for the financial and logistical support for our interior design studio. This role is ideal for someone who thrives in uninterrupted work, enjoys precision, and loves providing consistent access to detailed information. While the Procurement Coordinator will collaborate with the Client Experience Coordinator for smooth workflow handoffs, most time will be spent working independently on procurement and financial coordination, accurately tracking furniture, fixtures, and materials, vendor invoices, and project costs to support timely billing, financial reporting, and profitability analysis.

Key Responsibilities

Procurement Coordination (Primary Function)

May begin after training period or once systems are established with Client Experience Coordinator (the front office lead)

Generate accurate purchase orders and ensure alignment with approved proposals.
Submit orders to vendors; confirm invoice accuracy regarding pricing, freight, sales tax, terms, lead times, and shipping locations.
Track all orders from purchase to installation: confirmations, production, shipping, delays, and exceptions; consistently communicate in product tracking portal
Maintain a comprehensive order tracker and ensure internal updates are always current and clients have access at all times
Communicate status updates and financial alignment internally with Client Experience Coordinator and Design Team (not client-facing)

Financial Coordination

Prepare procurement-related financial documentation for the bookkeeper as needed, assisting with month-end close, reconciling project cost accounts
Reconcile purchase orders, vendor invoices, client invoices, delivery receipts, and payments to ensure everything matches
Flag discrepancies, errors, or overages early with clear documentation
Maintain all procurement and financial records in an organized, audit-ready manner
Assist with inventory documentation, warehousing coordination, and receiving logs

Cross-Functional Coordination

Collaborate with the Client Experience Coordinator to ensure smooth handoff from client-facing interactions to backend logistics
Provide accurate internal updates so the front office team can keep clients informed
Communicate clearly and consistently with the Principal Designer on all financial matters

Qualifications

Exceptionally detail-oriented and organized — enjoys precision, accuracy, and structured workflows
High concentration skills; thrives in independent, uninterrupted work
Experience in interior design, architecture, construction, or project-based procurement accounting
Strong understanding of purchasing workflows and project cost tracking
Reliable, consistent, and able to manage fluctuating workloads and multiple design projects concurrently
Strong understanding of numbers, financial coordination, and data entry
Proficient in spreadsheets, database tools, and project management apps (QuickBooks, Notion, and HouzzPro or similar)
Prior contractor or freelance accounting experience

Role Characteristics

Part-time / Hourly ($27-30/hr, commensurate with experience)
Flexible hours aligned with project purchasing and month-end reconciliation needs
Hybrid, in-office + remote; minimal client interaction
Perfect for someone who loves systems, organization, and backend precision
Works in a complementary dynamic with the Client Experience Coordinator

Wheelhouse Design

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PROCUREMENT COORDINATOR (contractor)