Architectural Lighting Procurement Coordinator

Design One Lighting; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Design One Lighting is seeking a meticulous Procurement Coordinator to support purchasing, logistics, and project coordination for lighting fixtures and controls packages.

You will manage quotes, POs, tracking, and communications with manufacturers and teams across multiple active projects, ensuring on-time delivery and competitive pricing. This entry-level role welcomes candidates growing in procurement within commercial construction and design.

Qualifications

• Experience in construction procurement, purchasing, project coordination, or related field.
• Ability to read and navigate construction documentation (plans, RCPs, schedules, RFIs, submittals).
• Degree or professional experience in architecture, interior design, lighting design, construction management, or related field.

Responsibilities

• Initiate procurement across multiple projects from quotation through delivery.
• Prepare and issue estimates, purchase orders, transmittals, packing slips, and tracking information.
• Review order documentation for accuracy (catalog numbers, finishes, pricing, shipping).
• Coordinate with design team to confirm fixture specs and substitutions.
• Track orders daily and provide updates to clients and teams.
• Negotiate with manufacturers and sales reps to improve pricing and lead times.
• Maintain organized project records and vendor relationships.

Skills

Procurement coordination

Project coordination

Documentation literacy

Vendor negotiation

Communication

Education

Architecture/Interior Design background

Tools

MS Word/Google Docs

Excel/Google Sheets

Adobe Acrobat/Bluebeam

Job description

Design One Lighting is an architectural lighting design and supply firm providing lighting design, specification, controls coordination, fixture procurement, and construction phase support for commercial projects. Our involvement extends from design development and documentation through purchasing, delivery, installation, and programming. We are seeking a detail-oriented Procurement Coordinator to support the purchasing, logistics, and project coordination of our specified lighting fixture and controls packages.

About the Role

As our Procurement Coordinator, you will be responsible for supporting the day-to-day procurement process across multiple active projects. This includes preparing and issuing quotes, purchase orders, transmittals, and packing slips; tracking orders and deliveries daily; and providing tracking numbers/documentation, shipping updates, and delivery status to construction teams and clients.

You will also be relied upon to negotiate and advocate on behalf of our projects, working directly with lighting manufacturers, fabricators, and sales representatives to secure competitive pricing, improve lead times, expedite orders, and find solutions that meet project budgets and construction schedules. This requires someone who is comfortable being persistent, persuasive, and resourceful when pushing vendors to meet the needs of a project.

This role requires someone who is highly organized, detail-oriented, and comfortable multitasking across multiple projects and deadlines. The ideal candidate is a self-starter who takes ownership of assigned tasks, follows up persistently with manufacturers, vendors, and project teams, and proactively works to resolve issues rather than waiting for direction.

This is an entry-level position, ideal for someone early in their career who has gained professional experience within the commercial construction, architecture, engineering, lighting, or related industries and is looking to grow their knowledge of procurement, vendor negotiations, and project coordination.

What We’re Looking For

• Experience in construction procurement, purchasing, project coordination, project management, or a related field
• Ability to read and navigate construction documentation, including floor plans, reflected ceiling plans (RCPs), fixture schedules, RFIs, submittals, transmittals, and lighting fixture cut/tear sheets
• Degree or professional experience in architecture, interior design, lighting design, construction management, engineering, or a related field
• Familiarity with basic architectural lighting terminology, including fixture types, light sources, color temperature (CCT), dimming/controls, drivers, and finishes
• Strong organizational and time-management skills with the ability to manage multiple projects, orders, deadlines, and follow-ups simultaneously
• Strong attention to detail, particularly when reviewing catalog numbers, quantities, pricing, lead times, shipping information, and order documentation
• Clear and professional written and verbal communication with clients, manufacturers, sales representatives, and construction teams
• Persistent and proactive follow-through with the ability to identify outstanding items, obtain answers, and drive tasks to resolution
• Client-focused approach with an understanding of how accuracy, communication, and timely delivery impact the overall client experience
• Ability to work independently while coordinating effectively with designers, project managers, vendors, and construction teams
• Proficiency with Microsoft Word / Google Docs, Microsoft Excel / Google Sheets (including formulas), and Adobe Acrobat / Bluebeam or similar PDF editing software

What You’ll Do

• Initiate the procurement process of lighting fixtures, drivers, accessories and control devices across multiple concurrent projects from quotation through final delivery
• Request, review, and compare pricing, lead times, freight, and availability from manufacturers, sales representatives, and distributors
• Prepare and issue estimates/quotes, purchase orders, transmittals, packing slips, and tracking information.
• Review order documentation for accuracy, including catalog numbers, quantities, finishes, pricing, shipping information, and delivery requirements onsite
• Coordinate with the design team to confirm fixture specifications, finishes, controls, accessories, and approved substitutions
• Review submittals, shop drawings, and product data against project specifications and purchasing requirements
• Track purchase orders and open orders daily, including acknowledgments, production status, lead times, shipping dates, tracking information, backorders, and deliveries
• Provide timely tracking numbers, shipping updates, delivery schedules, and potential delays to clients and construction teams
• Communicate directly with designers, project managers, architects, developers, contractors, manufacturers, and sales representatives throughout the procurement process
• Proactively identify and flag pricing, lead-time, availability, shipping, and delivery risks that could impact the project budget or construction schedule
• Troubleshoot and resolve order discrepancies, backorders, damaged or missing material, specification conflicts, and other procurement-related issues
• Negotiate with manufacturers and sales representatives to improve pricing, expedite production, resolve delivery issues, and meet project budget and schedule requirements
• Maintain persistent follow-up with vendors and project teams to drive outstanding items to resolution and keep orders moving
• Maintain organized and accurate project records, including quotes, purchase orders, acknowledgments, transmittals, submittals, tracking information, packing slips, invoices, and product cut sheets
• Develop and maintain strong vendor and manufacturer relationships and a working knowledge of relevant architectural lighting product lines
• Coordinate internally with the design and project teams to ensure procurement decisions remain aligned with the design intent, project requirements, budget, and construction schedule