Procurement Project Coordinator— Hospitality Interiors (FF&E)

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

Company Overview

DyeLot is a hospitality-focused interior design studio. We design hotels, restaurants, and guest environments where every decision serves the experience a sense of arrival, material warmth, a space that works as well as it looks.

Company Overview

DyeLot is a hospitality-focused interior design studio. We design hotels, restaurants, and guest environments where every decision serves the experience a sense of arrival, material warmth, a space that works as well as it looks.

We believe great hospitality projects require a seamless partnership between design and procurement.

By bringing both disciplines together under one roof, we bridge creative vision with sourcing, budgeting, logistics, and installation. The result is projects that reflect the highest standards of hospitality design.

We’re growing the procurement department and we’re looking for a Project Manager who is sharp, client focused, and genuinely passionate about the intersection of design and logistics.

Position Summary

We’re hiring a Project Coordinator to own the operational detail that keeps every project moving. You’ll maintain the expediting sheets, run the weekly order reviews, follow up with vendors, process payment requests, and make sure nothing slips between the cracks. You work directly alongside the Project Manager and report to the Project Director.

This role is for someone who is meticulous, fast to follow up, and genuinely satisfied by a spreadsheet that is clean, current, and complete. The detail work you own directly protects the client experience and the integrity of every project we deliver.

What You’ll Do

Expediting & Order Tracking

• 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

Vendor Follow‑Up

• 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

Payment Requests

• 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

Requests for Quotes

• 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

General Project Support

• 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

What You Bring

• 1 or more 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 — this is the single most important technical skill for this role. You should be highly comfortable managing and updating 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

Nice to Have

• Experience with Ajera project accounting software
• Experience using Miro for workflow and project planning
• Prior experience at an interior design firm, procurement company, or hospitality FF&E studio
• Working knowledge of furniture, lighting, and textile trade vendors and typical lead time expectations

What We Offer

• A studio that treats procurement as a craft and a real career path, not a back-office function
• Direct exposure to high end hospitality and residential projects from order through installation
• A department that is scaling intentionally — there is a real growth path here for the right person
• [Benefits: health, PTO, retirement, etc.]
• A culture built on the belief that good work and full lives outside of work go together

DyeLot is an Equal Opportunity Employer.