Executive & Procurement Support

Job Summary

We're a design studio looking for a highly organized coordinator to support our partner/owner and keep projects moving from quote to install.

About 30% of the role is executive and studio support, and 70% is pricing, procurement coordination, and project tracking. All purchase orders and vendor payments are handled by our central purchasing team. Your job is to get proposals to them clean, accurate, and approved, then track everything through to install.

What you'll be doing

Executive support & scheduling

• Manage the partner's calendar: Zooms, in-person meetings, client calls, and personal appointments
• Prepare a detailed next-day schedule each evening
• Coordinate scheduling with the design team, clients, and vendors

Studio & office

• Support weekly team meetings and photoshoot coordination
• Manage the office inbox and phones
• Receive packages and deliveries
• Keep supplies stocked and distribute mail

Pricing & proposals

• Request vendor quotes and review them for accuracy (finishes, dimensions, quantities, lead times, freight)
• Prepare pricing for client proposals
• Manage proposals, CFAs, drawings, and client approvals
• Hand off approved, verified proposals to the central purchasing team, and serve as their main point of contact for projects

Project tracking & installations

• Build and maintain project tracking spreadsheets
• Keep status current on items that are quoted, approved, ordered, in production, shipped, and delivered
• Track lead times and flag delays to the design team early
• Coordinate deliveries with vendors, the warehouse, and installers
• Report any damage or discrepancies on deliveries
• Manage sample and memo returns
• Prepare and manage install master lists
• Make sure every site need is covered (rug pads, bulbs, hardware, etc.)

Required

• 2+ years in procurement, project coordination, or executive support
• Advanced Excel skills
• Comfort with numbers, pricing, and markup
• Clear, professional written communication with vendors, clients, and internal teams
• Ability to read furniture and shop drawings
• Discretion with confidential pricing and personal scheduling
• Exceptional organization: you don't drop balls, and you figure things out quickly

Preferred

• Background in furniture, trade showrooms, or construction
• Experience with Design Manager (we'll train the right person)
• CAD familiarity

Logistics

• Based full-time at our Lake Geneva studio
• Valid driver's license and reliable transportation for installs and site visits

What success looks like at 90 days

• The partner's calendar and daily schedule run without gaps
• Every active project has a current, accurate tracker
• Orders reach central purchasing error-free
• No install goes out missing site needs

Please do not apply unless you have the required experience.

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off

Work Location: In person