OVERVIEW

We’re looking for a detail-oriented, proactive, and highly organized Procurement + Marketing Specialist to join our team and support both the back-end logistics and front-facing visibility of our studio. This hybrid role ensures the seamless flow of product orders from proposal to delivery, while also managing our marketing efforts to build brand awareness, nurture client relationships, and keep our design voice consistent across all channels.

On the procurement side, you’ll be responsible for ordering, tracking, and receiving furnishings and fixtures, monitoring lead times and shipping, coordinating deliveries, and troubleshooting any issues along the way. On the marketing side, you’ll collaborate with our Principal Designer to plan and execute marketing strategies, schedule newsletters and social media, manage project photoshoots, and maintain an organized, up-to-date content library.

This role is ideal for someone who thrives on systems and schedules, enjoys working independently, takes pride in keeping things moving behind the scenes — and is equal parts logistics-savvy and creatively inclined.

KEY PERFORMANCE INDICATORS

Procurement

Place all approved orders within 72 hours and ensure accuracy in item details and pricing
Maintain real-time, accurate updates across all project procurement trackers
Monitor and flag all lead time changes, shipping issues, and claims within 48 hours and log updates in Asana or the tracker spreadsheet
File all procurement documents by project within 5 business days of receipt

Marketing

Send 2 newsletters every quarter using our brand templates
Update the marketing calendar once a month with all campaigns and events
Plan and run at least one marketing event every quarter that hits attendance and budget goals

KEY RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work. Other duties may be assigned.

Procurement, Purchasing & Vendor Management

Prepare and submit accurate purchase orders based on approved selections
Confirm order details, lead times, and ship dates with vendors
Manage order acknowledgments, tracking info, and shipping updates
Communicate with vendors to troubleshoot or escalate delays
Provide regular order status and ETA updates to the team
Set up trade accounts, submit resale certificates, and manage tax-exempt documentation

Tracking, Logistics & Receiving

Maintain detailed procurement tracking sheets for all projects
Coordinate with warehouse and delivery teams to ensure timely, damage-free receipt and inspection of goods, with proper logging of all items.
Monitor delivery timelines and flag pricing or receipt discrepancies
Communicate ETAs, shipping updates, and backorders to the design team
Process returns, replacements, and claims with proper documentation
Prepare and distribute install plans and product staging instructions

Claims, Issues & Asana Task Management

Log damages, claims, and missing items in Asana with detailed documentation
Ensure documentation of all orders is saved and organized
Follow up regularly on all claims, refunds, and replacements
Expedite resolutions and keep internal team and clients informed

Bookkeeping & Sales Tax Support

Liaise with our bookkeeper to answer procurement-related expense questions
Maintain and update monthly sales tax tracking spreadsheet
Ensure accurate, timely submission of sales tax payments
Flag discrepancies or missing documentation for review

Project Support

Prepare quotes for the team as needed
Keep team informed of key shipping milestones and delays
Ensure all products arrive in time for installation
Assist in punch list creation and final delivery coordination
Provide in- person support on installation days (may include travel/overnight)

Content Creation & Management

Plan, draft, and schedule email newsletters using our brand templates
Organize and maintain marketing asset libraries in Google Drive
Regularly update website, Houzz & Pinterest with new work and press features
Coordinate project photoshoots

Events & Community Engagement

Plan and execute one studio marketing event per quarter (or as needed)
Manage event logistics: budget, invites, vendors, collateral, and day-of support
Document and share event content for future visibility and engagement

WHAT DOES EXCEPTIONAL WORK LOOK LIKE?

Manages time and tasks efficiently, balancing logistics with creative deadlines
Communicates clearly with vendors and team members
Keeps documents, files, and calendars organized
Troubleshoots issues calmly and proactively
Stays aligned with brand tone and aesthetic
Approaches both creative and procurement tasks with attention and care
Helps the team look good and run smoothly behind the scenes

JOB REQUIREMENTS

Experience

2+ years of experience in procurement, purchasing, logistics, or FF&E
Familiarity with the interior design industry or custom furnishings a strong plus
1–2 years of experience in marketing or content execution (in-house or freelance)

Technical Skills

Proficient with Macintosh & Google Suite (Google Sheets & Google Docs)
Experience with project management or procurement tracking software (e.g., Design Files, Asana)
Basic understanding of sales tax, freight, and shipping logistics
Experience with Instagram, Flodesk, Canva, and basic content editing
Familiarity with newsletter platforms and social media analytics tools

Performance Skills

Highly detail oriented and organized
Excellent written and verbal communication
Strong time management and follow-through
Calm, resourceful problem-solver
Team oriented but able to work independently
Comfortable working in a fast paced, deadline driven environment

Additional Requirements

Able to lift and carry up to 50 pounds
Reliable transportation for local errands or site visits
In-person availability at our Westlake Village studio
Own a cell phone (Apple products preferred)

Although this role has defined responsibilities, we value a hands-on, all-in mindset. Every team member is expected to contribute wherever needed to help the company thrive. This position is based in a typical office/showroom environment. The employee will frequently be required to sit, talk, listen, and use hands to operate a computer and other office equipment. Occasional driving is required for local errands. Flexibility is essential, as project scopes and weekly hour demands may shift from time to time.

Jubilee Interiors

New Jobs

Procurement Specialist