FF&E Procurement Project Coordinator

Common Arts; Long Beach (CA); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health, PTO, retirement, etc.

Career growth in procurement

Collaborative design environment

Job summary

DyeLot is seeking a meticulous Project Coordinator to own the operational details that keep every hospitality project moving—from expediting orders to vendor follow-ups and payment processing. You will work directly with the Project Manager and report to the Project Director in a fast-paced studio environment.

You’ll manage tracking sheets, maintain schedules, and ensure documentation is complete for smooth project execution from order through installation.

Qualifications

• 1+ years of experience in project coordination, procurement, or a related administrative role — interior design or FF&E experience is a strong plus.
• Strong proficiency in Microsoft Excel — manage and update detailed tracking logs, expediting sheets, and comparison spreadsheets with accuracy and speed.
• Exceptional attention to detail.
• A proactive follow-up instinct.
• Strong written and verbal communication skills, particularly for vendor correspondence
• Organized enough to manage dozens of open orders across multiple active projects simultaneously
• Comfortable in a fast moving, lean studio environment where ownership matters.

Responsibilities

• Own and maintain up-to-date expediting sheets for all active projects.
• Log all purchase orders, expected ship dates, and delivery windows accurately and in real time.
• Conduct a structured weekly expediting run-through across every open order in the portfolio.
• Confirm items have shipped or are on track against project installation and delivery schedules.
• Identify at‑risk orders and elevate to the Project Manager before they become a schedule problem.
• Distribute a clear weekly expediting summary to the project team every week without exception.
• Proactively follow up with vendors via phone and email to confirm order statuses.
• Verify items have been picked, packed, and shipped within agreed timeframes.
• Obtain and log tracking numbers and carrier information for all shipped orders.
• Coordinate with receiving warehouses to confirm delivery appointments and intake.
• Hold vendors accountable and elevate unresponsive contacts to the Project Manager promptly.
• Prepare and submit payment requests for all vendor invoices and purchase orders.
• Verify invoice accuracy against approved purchase orders before every submission.
• Ensure all required documentation — POs, approvals, contracts — is attached before anything goes to accounting.
• Track payment statuses and follow up to ensure timely processing.
• Flag any discrepancies or billing issues to the Project Manager immediately.
• Reach out to vendors and trade partners to solicit quotes for specified FF&E items.
• Prepare and distribute RFQ documentation including product specifications, quantities, and required delivery timelines.
• Follow up to ensure quotes arrive within requested timeframes.
• Compile received quotes into clear comparison sheets for Project Manager review.
• Maintain an organized vendor contact database to make every future RFQ faster.
• Data entry and maintenance of all procurement tracking spreadsheets.
• Organizing and filing project documents, specifications, and correspondence.
• Assisting with preparation of FF&E schedules and specification sheets.
• Preparing meeting notes and action item lists.
• Coordinating sample and memo requests from vendors.
• Supporting installation logistics and punch list documentation.
• Assisting with project closeout binders and handover documentation.

Skills

Microsoft Excel

Attention to detail

Proactive follow-up

Vendor correspondence

Project coordination

Tools

Ajera project accounting software

Miro

Job description

DyeLot is seeking a meticulous Project Coordinator to own the operational details that keep every hospitality project moving—from expediting orders to vendor follow-ups and payment processing. You will work directly with the Project Manager and report to the Project Director in a fast-paced studio environment.

You’ll manage tracking sheets, maintain schedules, and ensure documentation is complete for smooth project execution from order through installation.