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Company Overview
DyeLot is a hospitality-focused interior design studio. We design hotels, restaurants, and guest environments where every decision serves the experience a sense of arrival, material warmth, a space that works as well as it looks.
We believe great hospitality projects require a seamless partnership between design and procurement.
By bringing both disciplines together under one roof, we bridge creative vision with sourcing, budgeting, logistics, and installation. The result is projects that reflect the highest standards of hospitality design.
We're growing the procurement department and we're looking for a Project Manager who is sharp, client focused, and genuinely passionate about the intersection of design and logistics.
Position Summary
We're hiring a Project Coordinator to own the operational detail that keeps every project moving. You'll maintain the expediting sheets, run the weekly order reviews, follow up with vendors, process payment requests, and make sure nothing slips between the cracks. You work directly alongside the Project Manager and report to the Project Director.
This role is for someone who is meticulous, fast to follow up, and genuinely satisfied by a spreadsheet that is clean, current, and complete. The detail work you own directly protects the client experience and the integrity of every project we deliver.
What You'll Do
Expediting & Order Tracking
Own and maintain up-to-date expediting sheets for all active projects
Log all purchase orders, expected ship dates, and delivery windows accurately and in real time
Conduct a structured weekly expediting run-through across every open order in the portfolio
Confirm items have shipped or are on track against project installation and delivery schedules
Identify at-risk orders and escalate to the Project Manager before they become a schedule problem
Distribute a clear weekly expediting summary to the project team every week without exception
Vendor Follow-Up
Proactively follow up with vendors via phone and email to confirm order statuses
Verify items have been picked, packed, and shipped within agreed timeframes
Obtain and log tracking numbers and carrier information for all shipped orders
Coordinate with receiving warehouses to confirm delivery appointments and intake
Hold vendors accountable and escalate unresponsive contacts to the Project Manager promptly
Payment Requests
Prepare and submit payment requests for all vendor invoices and purchase orders
Verify invoice accuracy against approved purchase orders before every submission
Ensure all required documentation — POs, approvals, contracts — is attached before anything goes to accounting
Track payment statuses and follow up to ensure timely processing
Flag any discrepancies or billing issues to the Project Manager immediately
Requests for Quotes
Reach out to vendors and trade partners to solicit quotes for specified FF&E items
Prepare and distribute RFQ documentation including product specifications, quantities, and required delivery timelines
Follow up to ensure quotes arrive within requested timeframes
Compile received quotes into clear comparison sheets for Project Manager review
Maintain an organized vendor contact database to make every future RFQ faster
General Project Support
Data entry and maintenance of all procurement tracking spreadsheets
Organizing and filing project documents, specifications, and correspondence
Assisting with preparation of FF&E schedules and specification sheets
Preparing meeting notes and action item lists
Coordinating sample and memo requests from vendors
Supporting installation logistics and punch list documentation
Assisting with project closeout binders and handover documentation
What You Bring
1 or more years of experience in project coordination, procurement, or a related administrative role — interior design or FF&E experience is a strong plus
Strong proficiency in Microsoft Excel — this is the single most important technical skill for this role. You should be highly comfortable managing and updating detailed tracking logs, expediting sheets, and comparison spreadsheets with accuracy and speed
Exceptional attention to detail.
A proactive follow-up instinct.
Strong written and verbal communication skills, particularly for vendor correspondence
Organized enough to manage dozens of open orders across multiple active projects simultaneously
Comfortable in a fast moving, lean studio environment where ownership matters
Nice to Have
Experience with Ajera project accounting software
Experience using Miro for workflow and project planning
Prior experience at an interior design firm, procurement company, or hospitality FF&E studio
Working knowledge of furniture, lighting, and textile trade vendors and typical lead time expectations
What We Offer
A studio that treats procurement as a craft and a real career path, not a back-office function
Direct exposure to high end hospitality and residential projects from order through installation
A department that is scaling intentionally — there is a real growth path here for the right person
[Benefits: health, PTO, retirement, etc.]
A culture built on the belief that good work and full lives outside of work go together
DyeLot is an Equal Opportunity Employer.
Learn more about this Employer on their Career Site
