FF&E Procurement Coordinator

About Envisionary Collective Envisionary Collective is a full-service interior design firm specializing in senior living environments that inspire connection, dignity, and a true sense of home. We provide turnkey design solutions from concept through completion, seamlessly integrating FF&E planning, specification, procurement, and installation. By combining thoughtful design, hospitality-inspired environments, and deep industry expertise, we help owners, operators, and developers create communities that enhance resident well-being, support staff efficiency, and stand out in an increasingly competitive market. Position Overview Envisionary Collective is seeking a highly organized, detail-oriented FF&E Procurement Coordinator to manage the day-to-day procurement operations for our interior design projects. Working under the direction of the Procurement Manager / Director, this individual will be responsible for coordinating the full FF&E procurement lifecycle across the firm, from specification review and vendor quotations through purchasing, order tracking, delivery, installation, and project closeout. The ideal candidate is proactive, resourceful, and comfortable managing multiple projects simultaneously while maintaining strong relationships with designers, vendors, installers, and project stakeholders. Key Responsibilities FF&E Procurement & Purchasing Collaborate with design teams to review FF&E specifications for accuracy, completeness, and quality control. Request and evaluate vendor quotations, verify pricing, and prepare client purchasing proposals. Enter and maintain product specifications, pricing, and purchasing information in Fohlio. Prepare and issue purchase orders, review acknowledgments, and resolve order or pricing discrepancies. Coordinate vendor account setup, purchasing terms, and required documentation. Track purchasing commitments, vendor deposits, and payment milestones in coordination with management. Order Tracking & Logistics Monitor production schedules, shipping dates, backorders, and delivery timelines across multiple projects. Proactively identify procurement challenges and communicate potential delays to project teams. Coordinate with manufacturers, freight carriers, receiving warehouses, and installation partners. Review warehouse receiving reports and resolve shortages, discrepancies, and freight damage. Coordinate with owners, general contractors, and project teams to align deliveries with construction schedules. Maintain accurate order tracking records and provide regular procurement status updates. Installation & Project Closeout Identify and coordinate qualified receiving warehouses and installation partners for project locations. Obtain and maintain installer documentation, including certificates of insurance. Coordinate furniture delivery and installation schedules with project teams and vendors. Assist with installation planning, punch-list resolution, and outstanding procurement items. Manage freight claims, damaged products, replacement orders, and warranty-related service requests. Compile FF&E closeout documentation, including warranties, maintenance information, and applicable product certifications. Procurement Administration & Reporting Maintain organized and accurate procurement documentation across all projects. Monitor purchasing costs and report pricing discrepancies or potential budget impacts to management. Track vendor invoice and payment status in coordination with the accounting team. Prepare procurement status reports and provide regular updates to project teams and leadership. Support continuous improvement of procurement procedures, vendor relationships, and internal workflows. Qualifications Minimum 2 years of experience in purchasing, procurement, project coordination, or a related field. Experience in commercial interior design, FF&E procurement, hospitality, or senior living preferred. Strong organizational skills and exceptional attention to detail. Ability to inde…

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