FF&E Design & Procurement Specialist - Toronto

Ste. Marie Studio; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A creative strategy consultancy in Toronto is seeking a Procurement Specialist to manage the bidding and procurement of FF&E for various projects. The ideal candidate has at least 3 years of experience in FF&E or OS&E procurement, a relevant degree, and strong technical writing skills. This role offers a hybrid working environment, combining remote work with occasional office meetings, making it essential for candidates to have a strong initiative and commitment to professional growth.

Qualifications

• 3 years minimum proven experience in a similar role as either FF&E or OS&E buyer.
• Proficiency in reading and interpreting construction plans and documents.
• Strong multi-tasking and organizational skills.

Responsibilities

• Complete FF&E / OS&E bidding and procurement processes.
• Ensure proper delivery and fulfillment of FF&E / OS&E procurement packages.
• Monitor the status of orders and resolve issues with vendors.

Skills

FF&E procurement

OS&E procurement

Vendor management

Technical writing

Project management

Education

Bachelor’s degree or diploma in management, business, operations, or hospitality

Tools

MS Office products (Word/Excel/Outlook/365)

Computerized procurement management software

Job description

ENSEMBLE

Ensemble is a specialized FF&E Procurement company in Toronto and Vancouver focused on delivering custom solutions for the Hospitality, Commercial, and Residential Industry. As the in-house partner for Ste Marie, we collaborate closely with external developers, owners, operators, and designers. With over 22 years of expertise in FF&E Design and Procurement, we align our processes with designers to foster a collaborative approach from project initiation to completion. Our commitment to adhering to project budgets and timelines ensures the successful execution of each project, while safeguarding the design concept throughout the entire process

STE MARIE

Ste. Marie is an internationally engaged Toronto and Vancouver-based creative strategy consultancy and interior design studio dedicated to realizing inspired and conceptually driven projects. We work with like-minded partners and clients to develop concepts and create spaces that are relevant, mindful and unique.

Ste. Marie treats design like a tool which we use to tell the story of a project and to service the market.Our process of research and discovery is disciplined and not overlooked as we believe that if the strategic thinking of a project is sound and we have good insight into the competition, foresee trends, and understand the guest's desires, needs and habits accurately, we can create an offer that is aligned with what the market demands. Coupled with strong technical execution and precise and thorough coordination, we consistently achieve well-positioned and designed spaces.

Role Summary

The Procurement Specialist is responsible for the purchasing of Furniture, Fixture & Equipment (FF&E) and Operating Supplies & Equipment (OS&E) packages for our Hospitality, Multi-Residential and Commercial Projects. Mentored by the CEO of ENSEMBLE (in-house procurement company for Ste. Marie Studio) and working alongside the Procurement Project Manager and FF&E Designers, the Procurement Specialist is responsible for all ordering, administration, and supply of the FF&E package. It is their responsibility to ensure that the supply is made on time, within budget and in the most efficient manner ensuring that the FF&E Accountant is kept informed of all necessary compliance.

Location & Travel

• The role is a Hybrid of remote working and occasional office meetings
• The office is in Toronto ON
• Travel may be requested, but travel is not a mainstream aspect of the position.

Primary Responsibilities

• Complete FF&E / OS&E bidding and procurement processes
• Ensure proper delivery and fulfillment of FF&E / OS&E procurement packages
• Create detailed, costed and accurate quote packages meeting the needs of the particular project.
• Perform quantity checks and floor plan take offs
• Review project drawings, specifications, and other relevant addenda.
• Prepare and administer timely, effective, and thorough procurement efforts.
• Develop vendor scopes of work.
• Coordinate vendor solicitations, RFI’s, and quote responses.
• Issue and process vendor purchase orders.
• Monitor the status of orders and resolve issues with vendors.
• Strengthen vendor network to support growth and capacity challenges.
• Administrate and track all orders in the purchase process providing timely updates to Project Manager and FF&E Designer
• Ensure all supplier contacts are up to date

Requirements

• 3 years minimum proven experience in a similar role as either FF&E or OS&E buyer, procurement specialist -non-negotiable.
• Bachelor’s degree or diploma in management, business, operations, hospitality, or a related field.
• Proficiency in reading and interpreting construction plans and documents.
• Proficiency with warehousing, consolidation, and transportation strategies.
• Proficiency with project management, on-site coordination, and installation requirements.
• Strong technical writing skills and attention to detail (Scopes of Work (SOW), Invitations to Bid (ITB), Request for Proposal or Quote (RFP/RFQ), Addenda, etc.).
• Demonstrated basic understanding of construction trades (architectural, mechanical, electrical, plumbing, etc.).
• Proven experience working in a computerized procurement management and estimating software system
• Proficient knowledge of MS Office products (Word/Excel/Outlook/365).
• Ability to identify and troubleshoot bidding document-related inconsistencies.
• Strong multi-tasking and organizational skills.
• Excellent verbal and written communication skills.
• Strong interpersonal, organizational, and problem-solving skills.
• Ability to establish, develop and nurture effective internal and external relationships.
• High degree of initiative and strong customer service focus.
• Professional, positive image and attitude to internal and external customers.
• Commitment to continued professional growth and development.
• Valid driver’s license.