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.
