Design Operations & Procurement Coordinator

About Rooted Wonders Rooted Wonders is a boutique commercial botanical and biophilic design studio based in the Washington, DC metro area. We design and install preserved moss walls, faux botanical installations, custom planters, seasonal and holiday décor, and branded botanical features for corporate offices, hospitality properties, commercial real estate, and multifamily communities. We are a women- and minority-owned studio built on design-led, white-glove execution. As we grow project volume and expand into wholesale botanical products, we are building stronger systems and an operational team to match the quality of our design work. Key Responsibilities Pricing + Estimating Build and maintain pricing calculators, estimating templates, and repeatable pricing models. Organize material, labor, production, installation, freight, equipment, and other project costs. Calculate and review markup, margin, quantities, and total project costs. Compare estimated vs. actual costs and use historical data to improve pricing and labor assumptions. Maintain current vendor/material pricing and flag cost changes or underpriced work. Read basic floor plans, elevations, and field dimensions to calculate quantities and verify specs. Prepare organized client-facing estimates for Owner review and document pricing processes. Procurement + Vendor Management Issue and track purchase orders across active projects. Source products and compare vendors on quality, price, lead time, availability, freight, dimensions, terms, and design fit. Maintain vendor records including contacts, pricing, MOQs, lead times, and quality notes. Coordinate samples, shipments, delivery scheduling, and inventory intake. Reconcile vendor invoices against purchase orders and flag discrepancies. Identify and vet new suppliers, including vendors that support future wholesale growth. Manage backorders, substitutions, damaged goods, returns, and vendor issues proactively. Proposals + Design Operations Build and update polished client proposals, estimates, spec sheets, tear sheets, and sourcing materials using Canva, Google Workspace, Airtable, and other design/procurement tools. Organize product selections, quantities, finishes, dimensions, specifications, pricing, and approvals. Maintain product/vendor libraries and prepare complete project information for production handoff. Coordinate purchasing with production schedules and track approvals, deadlines, product needs, and open decisions. Flag missing information, cost changes, delays, or project risks early. Help implement and improve procurement, project-tracking, and workflow systems as Rooted Wonders grows. Systems + Process Development Create and maintain pricing, procurement, estimating, and purchasing SOPs so processes are repeatable and trainable. Build and improve Airtable databases, project trackers, vendor/product databases, purchasing workflows, templates, and checklists. Standardize project costing, file naming, and folder structures. Create systems for comparing estimated vs. actual costs and improving visibility into project profitability. Identify workflow gaps, repetitive manual work, and opportunities for automation or process improvement. Client + Vendor Communication Communicate clearly and professionally with vendors regarding pricing, availability, orders, logistics, and unresolved issues. Occasionally communicate with clients regarding proposals, material selections, or delivery schedules. Maintain discretion with confidential client, vendor, and pricing information. How You Work You take ownership and close the loop without needing to be chased for updates. You communicate proactively, especially when working remotely, and flag risks or missing information early. You work with urgency and produce accurate, usable work quickly. You are resourceful and solution-oriented, bringing options and recommendations when issues arise. You keep shared trackers, notes, pricing files, and procurement status current. Yo…

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