Procurement Assistant

Ellie Aiello Interiors LLC; Austin (TX); Sur place; USD 45 000 - 65 000; Plein temps

Résumé du poste

Ellie Aiello Interiors LLC is seeking a highly organized Procurement Assistant to support furnishings and procurement across multiple interior design projects. This role handles purchasing, order tracking, vendor communication, project documentation, logistics, and installation coordination from specification through delivery and installation.

The ideal candidate is proactive, detail-oriented, and able to manage deadlines in a fast-paced studio environment, with travel as needed.

Qualifications

• 2–4 years of experience in FF&E procurement, purchasing, interior design, or project coordination preferred but not required.
• Interior design degree preferred but not required.
• Strong attention to detail and organizational skills.
• Excellent time-management and follow-through.
• Proficiency in Microsoft Excel and project tracking.
• Comfortable working with budgets, pricing, markups, freight, and lead times.
• Proactive, solution-oriented, and comfortable resolving problems.
• Ability to manage multiple projects and changing priorities.
• Willingness to travel as needed.

Responsabilités

• Coordinate purchasing and procurement for multiple projects.
• Prepare and review specifications before orders are placed, including quantities, dimensions, finishes, fabrics, pricing, lead times, and shipping details.
• Prepare and issue purchase orders.
• Review order acknowledgments and resolve discrepancies.
• Track orders from purchase through delivery and installation.
• Maintain accurate procurement trackers and project records.
• Communicate with vendors regarding lead times, delays, damages, replacements, and outstanding items.
• Monitor budgets and flag potential issues early.
• Coordinate freight, receiving, delivery, warehousing, and installation.
• Review receiving reports and help resolve damages, shortages, and incorrect items.
• Prepare installation schedules, item lists, and outstanding-item reports.
• Participate and lead installations, punch-list completion, and project closeout.
• Travel as needed for receiving, installations, site visits, and vendor meetings.

Connaissances

Attention to detail

Organizational skills

Time management

Proactive problem-solving

Communication skills

Budget familiarity

Formation

Interior design degree (preferred)

Outils

Microsoft Excel

Project tracking

Description du poste

EAI is seeking a highly organized, detail-oriented Procurement Assistant to support the furnishings and procurement teams across multiple interior design projects. This role assists with purchasing, order tracking, vendor communication, project documentation, logistics, and installation coordination, helping maintain accurate orders and project information from specification through delivery and installation.

The ideal candidate is proactive, dependable, and comfortable managing detailed administrative tasks in a fast-paced environment. They bring a positive, collaborative approach to working with teammates, vendors, and clients, take ownership of follow-up and problem-solving, and recognize when to escalat

Key Responsibilities

Procurement and Order Management

• Coordinate purchasing and procurement for multiple projects.
• Prepare and review specifications before orders are placed, including quantities, dimensions, finishes, fabrics, pricing, lead times, and shipping details.
• Prepare and issue purchase orders.
• Review order acknowledgments and resolve discrepancies.
• Track orders from purchase through delivery and installation.
• Maintain accurate procurement trackers and project records.
• Communicate with vendors regarding lead times, delays, damages, replacements, and outstanding items.
• Monitor budgets and flag potential issues early.

Logistics and Installation

• Coordinate freight, receiving, delivery, warehousing, and installation.
• Review receiving reports and help resolve damages, shortages, and incorrect items.
• Prepare installation schedules, item lists, and outstanding-item reports.
• Participate and lead installations, punch-list completion, and project closeout.
• Travel as needed for receiving, installations, site visits, and vendor meetings.

Administration

• Maintain organized records of invoices, payments, freight, and procurement documentation.
• Track time accurately by project and task.
• Manage priorities and deadlines across multiple projects.
• Keep the furnishings team informed of project status, vendor issues, budget concerns, and items requiring attention.

Qualifications

• 2-4 years of experience in FF&E procurement, purchasing, interior design, or project coordination preferred but not required.
• Interior design degree preferred but not required.
• Strong attention to detail and organizational skills.
• Excellent time-management and follow-through.
• Proficiency in Microsoft Excel and project tracking.
• Comfortable working with budgets, pricing, markups, freight, and lead times.
• Proactive, solution-oriented, and comfortable resolving problems.
• Ability to manage multiple projects and changing priorities.
• Willingness to travel as needed.

Core Competencies

• Strong written and verbal communication skills.
• Proactive, organized approach with the ability to anticipate next steps and adapt to shifting priorities.
• Comfort managing deadlines in a fast-paced, billable project environment.
• Positive attitude, collaborative mindset, and willingness to contribute wherever the team needs support.

Travel & Site Requirements

• Valid driver's license and reliable personal vehicle for site visits, project errands, and installations.
• Willingness to travel approximately 25% of the time, based on project turn dates, work extended hours during installation periods, and ability to lift 40Lbs.