Amanda Teal Design, a boutique residential design firm based in Menlo Park, is looking for a Purchasing Coordinator to join our team. We serve clientele throughout Northern California, and our projects typically involve full-scale remodels or new build homes. We pride ourselves on creating thoughtful and innovative designs while providing the highest level of personal service. Our approach is grounded in integrity, and we value building strong relationships with our industry collaborators.
The Purchasing Coordinator will work under the Design Director, and will support the design team in creating functionally beautiful spaces for residential design clients. We actively foster a team environment where supporting each other, sharing information, and learning is key. The ideal candidate will have the drive to be a meaningful contributor, have excellent communication skills, and is fully committed to the success of the company and our projects.
DUTIES AND RESPONSIBILITIES
· Manage product procurement and Client billing for all projects
· Create Invoices for products, fees, and reimbursables as received
· Create time billing Invoices monthly, upon Principal’s review and approval
· Send open Invoices and Proposals to Clients monthly, with total balance due, upon Design Director’s review and approval
· Communicate with Clients regarding billing, as needed
· Responsible for Client Portal accuracy
· Deposit Client payments as needed
· Review and track Client payments to ensure accurately applied by Accountant
· Collaborate with Accountant to review any RFI’s
· Review items entered and create Proposals, responsible for item accuracy
· Monitor project budgets in collaboration with Project Manager
· Create Purchase Orders, upon Client approval and payment of Proposals
· Send approved Purchase Orders to vendors, process vendor payments
· Collaborate with Project Manager to coordinate approvals of any finish samples, CFA’s, DFA’s, shop drawings, and site measurements needed to complete Orders
· Expedite and track Orders, maintain expediting report with latest information from purchase to installation, responsible for accuracy
· Confirm Orders are accurate and received in good condition according to Order details, track receiver warehouse or tag numbers
· Coordinate with vendors to initiate repairs, returns or exchanges of any damaged or incorrect Orders
· Coordinate with receiver, installers, and all vendors required to schedule delivery and installation, in collaboration with Project Manager
· Supervise delivery and installation, inspect and document all items delivered
· Create installation Punch List and track items through project completion and Client satisfaction
· Build and maintain Client, vendor, showroom, and rep relationships
· Pay business and office related bills, fees, and expenses
· Track hours by daily time billing entries
QUALIFICATIONS 75,000
· 3+ years previous employment in the interior design industry, ideally with a purchasing or project management background
· Thoroughly proficient in Google Drive, Excel, Word and Studio Designer
