PROCUREMENT SPECIALIST

Mead Quin is a high-end residential design firm based in the San Francisco Bay Area, known for a signature aesthetic of refined minimalism and calming, human-centered interiors that prioritize wellness and a connection to nature. Founded in 2013 by Principal Designer Mead Quin, our studio operates on a philosophy of "beauty simplified," collaboration, and high standards. We are a fast-paced, mentorship-driven environment that values open dialogue, professional growth, and an acute attention to detail.

Position Overview

The Procurement Specialist is responsible for managing the complete FF&E procurement process across multiple residential interior design projects. This role oversees purchase orders, vendor coordination, order tracking, receiving, inspections, and installation logistics while partnering closely with designers, vendors, receiving warehouses, and accounting.

The ideal candidate is highly organized, detail-oriented, proactive, and experienced in luxury residential procurement.

Key Responsibilities

Procurement & Vendor Coordination

• Create, issue, and manage purchase orders in Studio Designer.
• Obtain vendor acknowledgements and confirm lead times.
• Maintain accurate procurement records and documentation.
• Solicit and compare vendor pricing as directed by the design team.
• Build and maintain strong relationships with vendors, manufacturers, and showrooms.
• Communicate procurement updates, delays, and issues to project teams.

Order Tracking & Expediting

• Track all open orders from placement through final delivery.
• Monitor production schedules, shipping timelines, and required approvals.
• Identify and address potential delays, shortages, or procurement risks.
• Maintain accurate procurement reporting for active projects.

Receiving & Installation Coordination

• Coordinate deliveries to warehouses, storage facilities, and project sites.
• Verify received items for accuracy and condition.
• Manage damages, shortages, freight claims, and warranty issues through resolution.
• Support procurement-related logistics for project installations.
• Ensure all items are inspected and approved prior to client delivery.

Financial & Administrative Support

• Assist with procurement-related pricing and proposal support.
• Coordinate vendor invoices, deposits, and payment tracking.
• Monitor procurement budgets and report variances.
• Maintain organized records within Studio Designer and project files.

Qualifications

• 5–7+ years of procurement, purchasing, FF&E coordination, or related experience within a high-end residential interior design firm.
• Proven experience managing the full FF&E procurement lifecycle.
• Strong knowledge of furniture, lighting, textiles, plumbing fixtures, decorative accessories, and custom furnishings.
• Familiarity with luxury residential vendors, manufacturers, and trade showrooms.
• Bachelor's degree in Interior Design, Business Administration, Operations, or a related field preferred, or equivalent professional experience.

Technical Skills

• Studio Designer
• Google Workspace & Google Drive
• Asana
• Microsoft Excel

What Makes You Successful

• Exceptional attention to detail and accuracy.
• Strong organizational and project management skills.
• Clear, proactive communication style.
• Resourceful problem solver with a positive attitude.
• Ability to manage multiple priorities and deadlines.
• Professional, trustworthy, and accountable.
• Collaborative team player who values strong relationships.

Compensation & Benefits

• Competitive compensation based on experience.
• Comprehensive health benefits.
• 401(k) with company match.
• 15 days PTO.
• Paid holidays and seasonal office closures.
• Profit-sharing program.
• Opportunities for professional growth within a collaborative design studio.

Location & Schedule

• East Bay location with convenient access to the Bay Bridge.
• Full-time, Monday–Friday.
• Typical schedule: 9:00 AM–5:00 PM.

Reporting Structure

This position reports directly to the COO and receives day-to-day project direction from assigned Lead Designers.

If you are passionate about exceptional design, operational excellence, and bringing complex projects to life through thoughtful procurement, we'd love to hear from you.