Office & Procurement Manager

Office & Procurement Manager 📍 Sherborn, MA 🏢 Oliver James Interiors 📊 Reports to: Owner Full Time About the Role: Oliver James Interiors is seeking a highly organized, detail-driven Office & Procurement Manager to lead the full lifecycle of purchasing, logistics, and installation coordination across our residential design projects. This role is critical to ensuring that all approved selections are procured accurately, delivered on time, and aligned with project budgets and timelines. In addition to procurement, this position oversees day-to-day office operations, supporting a seamless, efficient, and well-run studio environment. This is an execution-focused role ideal for someone who thrives on organization, problem-solving, and managing multiple moving pieces with precision. Key Responsibilities Procurement & Order Management Prepare and manage proposals and purchase orders in Studio DesignerVerify pricing, specifications, and approvals prior to orderingTrack order acknowledgments, deposits, and payment schedulesMaintain accurate procurement logs and documentation Budget Tracking & Financial Oversight Monitor procurement expenses against project budgetsIdentify and communicate cost variances or risksReconcile vendor invoices with purchase ordersCoordinate with accounting on payments, deposits, and shipping costs Vendor Coordination & Order Tracking Manage production timelines, lead times, and order statusCommunicate proactively with vendors on updates and delaysResolve order discrepancies, damages, or changesDevelop sourcing strategies aligned with quality and timelines Logistics & Installation Coordination Coordinate shipping, freight, and white-glove deliveryAlign deliveries with project timelines and installation schedulesOversee receiving, inspection, and issue resolutionSupport installation execution and project closeout documentation Systems & Inventory Management Maintain procurement systems (Studio Designer)Track inventory, backorders, and product statusEnsure all data is accurate, organized, and up to date Office Management & Administrative Support Operations & Organization Oversee daily office operations and maintain an organized workspaceManage office supplies, samples, and vendor coordination (IT, utilities, etc.)Maintain filing systems and internal documentation Client Coordination Manage incoming inquiries and leadsSchedule and conduct discovery callsPrepare proposals, contracts, and onboarding materialsMaintain CRM updates and client records Inventory & Systems Manage internal inventory and product trackingUpload and maintain materials and product dataEnsure internal systems are streamlined and current Qualifications 2–7+ years of procurement, purchasing, or order management experience (interior design or related industry preferred)Strong understanding of FF&E procurement processesExperience managing budgets, purchase orders, and logisticsExceptional attention to detail and organizational skillsProficiency in Studio Designer (or similar software)Strong communication and problem-solving abilities Key Competencies Execution and follow-throughFinancial accuracy and budget awarenessOrganization and systems managementCommunication and coordinationProactive problem-solving What Success Looks Like Accurate and efficient procurement processesOn-time deliveries and installation readinessMinimal errors, damages, or unresolved issuesWell-organized systems and seamless office operationsPositive, professional client experience Please send your resume to whitney@oliverjamesinteriors.com