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
