Purchasing Coordinator

Ficarra Design Associates is an established luxury boutique interior design firm in Naples, Florida looking for a detail-driven Design Administrator / Project Manager to keep our projects running smoothly from proposal to installation. We’re seeking an experienced Part-Time Purchasing Coordinator to support our interior design firm by managing procurement, proposal creation, purchase order processing, and order tracking from vendor quote through delivery and issue resolution. This role requires strong follow-through, comfort working across multiple projects at once, and proficiency in Design Manager. Key Responsibilities Procurement & Vendor Management • Manage relationships with our vendor network to obtain pricing, product specifications, lead times, and availability. • Negotiate pricing and terms when needed. • Maintain accurate vendor contact and product information in Design Manager. Proposals & Purchase Orders • Create proposals for client approval based on selections, pricing, and scope. • Process purchase orders promptly once client approval is received. • Ensure all purchasing documentation is accurate, complete, and properly filed. Order Tracking & Delivery Coordination • Track orders from placement through delivery and installation timelines. • Coordinate shipping schedules and delivery logistics with vendors and receiving/warehouse teams (as applicable). • Manage backorders and communicate changes in lead times or delivery dates. Invoices & Billing Accuracy • Review vendor invoices and verify pricing, quantities, taxes/shipping, and terms against proposals/POs. • Resolve discrepancies quickly and document outcomes. Spreadsheets & Documentation • Maintain clear procurement documentation throughout the process. • Keep the purchasing/tracking spreadsheet updated monthly (and as needed for active orders/status reporting). Issue Resolution • Manage issues such as shortages, wrong items, and damaged items in shipping or delivery, including claims and replacement coordination. Requirements • 2–4 years purchasing/procurement experience (interior design industry strongly preferred). • Proficiency with Design Manager (required). • Strong Excel/Google Sheets skills and comfort maintaining tracking logs/spreadsheets. • Excellent written and verbal communication skills. • Highly organized, detail-oriented, and reliable with follow-through. • Able to work independently and manage multiple projects/orders simultaneously. Nice-to-Haves • Experience supporting designers on FF&E procurement workflows. • Familiarity with receiving/warehouse coordination and freight/delivery processes.