Procurement Assistant

Position Overview

This role is responsible for assisting procurement activity for the Flourish design team and the retail shop and for stand-alone procurement services offered to Developers and professionals in the Architecture and Design Community. The person in this role will report to the Operations Manager and work closely with the design team, the Retail Manager and the firm's Controller. This role is customer-facing, frequently acting as the first point of contact at points of the process. In addition, this position works closely with our vendors to develop strong relationships.

Key Responsibilities

Product Pricing & Quote Creation

• Review quotes created by the design team for accuracy and completeness and add estimates for additional fees associated with purchasing
• For large scale procurement services projects, price complete specification books for approval by specifier
• Upload product images and information to our design and purchasing software; identify and find missing product details important for procurement
• Assist in pricing products including tariffs, surcharges, and freight
• Assist in creating quotes for specialized installation or labor costs
• Work with the Operations Manager to create estimates for shipping, sales tax, allowances and other fees

Purchasing

• Work with the Operations Manager to create a purchasing schedule for large design and procurement projects based on lead times and installation dates
• Work with the Retail Manager to place seasonal inventory orders and assist with custom orders where necessary
• Create a Master Product Tracker for all projects that include all products to purchase
• Enter approved and paid quotes into the Master Product Tracker for each project
• Place orders with vendors according to the purchasing schedule and check in regularly with Operations Manager to ensure all items are tracking to schedule
• Complete unique vendor forms and other requirements for custom orders
• Purchase or assist with purchasing all items on approved / paid quotes, according to lead times and anticipated installation dates 
• Create purchase orders using our procurement platform for all orders requiring one
• Communicate with our Financial Controller to submit electronic payments/deposits and follow up to ensure all required balances are paid prior to scheduled shipping date
• Communicate with the project designer if items are backordered or out of stock and assist with alternative selections 
• Manage Master Product Tracker for all orders - check in regularly with vendors in 
• advance of estimated ship dates to ensure everything is on schedule and anticipate any surprises

Inventory Documentation & Tracking

• Add all pricing, lead times, sample requests, additional fees and other relevant fees in the project tracking spreadsheet; update weekly
• Track shipping ETAs, checking in with vendors on shipping timelines regularly 
• Maintain detailed records of all transactions, invoices, and product specifications. Meet weekly with Operations Manager to review outstanding purchasing activity and timelines
• Communicate any expected delays or unanticipated expenses promptly with the Operations Manager, Designer and Client; make arrangements for expediting orders when necessary and possible

Receiving, Installation & Claims Management

• Monitor emails and photos from our Receiver Partner to inspect photos for damage or defects and update status on project tracker; work with Operations Manager to address issues with damaged or defective products.
• Schedule and confirm installation dates with our Receiving Partner; Coordinate any additional installation labor (window treatments, art, etc.) around the same time
• Confirm installation dates with the client two weeks and one week in advance to prevent any cancellation fees and reschedule if/when necessary
• Assist in supervising delivery and installation of furniture at the project site; may include overnight stays and use of company vehicle
• Assist in staging and decor when applicable and necessary
• Compile care instructions package for all items in spec book (including any items added at a later date by client) and share with client/on-site team once furniture has been delivered
• File and manage claims with vendors for damaged product reimbursements in a timely manner, and keep client informed of the status

Miscellaneous Responsibilities

• Coordinate vendor rep visits with the team for on-going product updates and continuing education
• Open new accounts as requested by the design/shop team, maintain password records when necessary and update spreadsheet whenever changes are made
• Ensure billing addresses, credit cards on file, and VA resale certificates are all up to date with all our vendor accounts, submit updated documentation when requested or necessary for ordering
• Assist the Operations Manager and Financial Controller with reviewing any unmatched credit card charges to assign to appropriate project or category
• Coordinate with shop team about van bookings and schedules/maintain and update Hatch storage inventory document when applicable
• Responsible for Purchasing document control for each project, ensuring that updated documents are received and filed appropriately. Examples include proposals, contracts, floor plans, furniture plans, quotes, order acknowledgements, etc.

COMPENSATION

• This is a full-time role located in Richmond Virginia
• $18 - $22 an hour, commensurate with experience
• Medical, Dental and Prescription benefits available
• Paid holiday and vacation time

REQUIREMENTS

• Extreme attention to and love for detail
• Proficient with Google Suite, specifically Sheets
• Demonstrated organizational skills
• Passionate about creating a good customer experience
• Must be able to be flexible and adjust priorities based on external factors that impact a project
• Comfortable learning and working across multiple platforms
• Must enjoy collaborating and working as a team
• Must take direction and instructions well; must be able to ask questions when uncertain

Please send resumes to hiring@flourishspaces.com

About Flourish Spaces

At Flourish Spaces, our work is personal. Our design philosophy centers on creating beautiful, layered, personal spaces that reflect what our clients love and how they want to live. Our process is a collaborative journey, blending our expertise with their unique vision. And while no two projects may ever look the same, we pride ourselves on keeping a consistent process that allows projects to progress smoothly and our clients to feel cared for.

We are a full-service interior design firm focused on residential and light commercial work. Operating full-time as a design firm since 2017, we began offering procurement services to the A&D community in 2020 and added a full retail storefront in 2022.