H

Studio Operations & Procurement Coordinator

salary Salary :

$20 - 25 hourly

icon building Company : Hr Resolutions
icon briefcase Job Type : Part-Time
icon geo-alt Malvern, Pa

Job Description - Studio Operations & Procurement Coordinator

Z Domus Design

Z Domus Designs is seeking a highly organized and proactive part-time Studio Operations & Procurement Coordinator to join our team in Malvern, PA. We are in an exciting period of growth—doubling the size of our showroom to approximately 5,000 square feet—as we invest in creating a more inspiring, functional studio environment for both our team and our clients.  

This role is integral to the successful execution of our design projects -- providing behind-the-scenes support on furnishing procurement, logistics, and overall studio coordination.  

Working five days a week from our studio, the Studio Operations & Procurement Coordinator will be responsible for managing inventory, overseeing post-order procurement tracking, and ensuring the studio runs efficiently.  The role offers a consistent weekday schedule with flexibility between 9:00 AM- 3:00 PM, to be finalized at the time of hire.  

Key Responsibilities:
Procurement & Logistics Support
  • Oversee post-order furnishings procurement: monitor orders, lead times, and delivery statuses
  • Communicate with vendors to obtain tracking, resolve issues, and coordinate replacements or returns
  • Maintain detailed procurement logs, vendor ETAs, and notify designers of updates
  • Coordinate deliveries to warehouses or client homes, ensuring accuracy and timing
  • Prepare receiving documentation for warehouse partners and project managers
  • Work with the Accounting and Finance team on updating payment schedules, priorities, and requests. Audit and match invoices, investigates pricing discrepancies.
Inventory Oversight & Install Prep
  • Manage incoming goods and damages with warehouse partners
  • Receive studio packages, inspect the products, and track receipt daily
  • Organize and track inventory of styling accessories, furnishings, and samples
  • Support prep for install days: quality control, checklists, packaging
Studio Management & Support
  • Maintain an organized, tidy, and professional studio environment
  • Restock supplies and manage sample library and vendor catalogs
  • Accept and log deliveries, mail, and packages daily
  • Coordinate vendor visits and help set up for client presentations
  • Support administrative studio tasks and light errands when needed
Ideal Candidate
  • Extremely detail-oriented, proactive, and organized
  • Familiarity with design, furnishings logistics, or procurement a plus
  • Comfortable managing multiple moving parts with a calm and professional demeanor
  • Positive, team-first attitude and excellent communication skills
  • Tech-savvy and confident using Google Workspace; knowledge of HouzzPro a plus, but not a must have.
Work Hours
  • 20–25 hours/week, Monday–Friday
  • In-person at the Malvern, PA studio
  • Flexible daily hours between 9:00 AM and 3:00 PM, finalized upon hire
Pay Range
$20.00 - $25.00 per hour, depending on experience

QUALIFICIATIONS:
Experience
  • 2+ years experience in administrative coordination, procurement, studio management, or logistics (experience in interior design, furnishings, or a creative industry is strongly preferred)
  • Prior experience managing vendor communication, order tracking, and resolving shipping/damage claims
  • Familiarity with inventory systems, project management tools, or procurement software (HouzzPro experience is a plus)
Skills & Attributes
  • Highly organized with strong attention to detail and accuracy
  • Excellent time management skills; able to prioritize and handle multiple tasks simultaneously
  • Proactive problem-solver who takes ownership of tasks
  • Strong written and verbal communication skills
  • Comfortable interacting professionally with vendors, warehouse partners, delivery teams, and internal team members
  • Able to anticipate needs and work independently while supporting the design team
  • Calm and adaptable in a fast-paced, ever-changing project environment
  • Comfortable with light hands-on tasks, such as hanging artwork, unpacking shipments, assembling small furnishings, or light studio maintenance
Technical Skills
  • Proficient in Google Workspace (Drive, Docs, Sheets, Gmail, Calendar)
  • Familiarity with or ability to quickly learn HouzzPro or similar design industry software
  • Comfortable using digital tracking logs, procurement spreadsheets, and shared calendars
Physical Requirements
  • Ability to occasionally lift packages or small boxes of samples/accessories (under 40 lbs.)
  • Must be onsite in the Malvern, PA studio five days per week
Personal Qualities
  • Discreet and professional with confidential client/vendor information
  • Positive attitude and collaborative, team-oriented mindset
  • Interest in design industry is a plus, though not required
WHAT WE OFFER:
  • A team of talented designers who inherently embody the firm's five value pillars of Beauty, Achievement, Teamwork, Advocacy, and Integrity
  • We hire professionals and trust them to excel without constant oversight. We believe in empowering individuals, not micromanaging them. Our team thrives on collaboration and mutual respect, keeping drama to a minimum so we can focus on delivering exceptional results.
  • An opportunity to work on high-end new builds and renovations
  • A collaborative work environment focused on innovation, excellence, and growth
  • Future career-building opportunities, working for a full-service interior design firm.
  • A dynamic, fast-paced work environment that combines a high volume of projects with a commitment to detailed, top-tier service
  • An expanding showroom and work studio space designed to enhance client satisfaction and foster team collaboration
  • We are building a team of professional, competent, and highly engaging people whose goal is to impact the lives of our clients through thoughtfully curated interior design.
WORK ENVIRONMENT
  • Functions primarily in an office, on-site at construction jobs, and/or vendor showrooms
  • An open desk environment to encourage creativity and teamwork, paired with private meeting rooms for virtual calls or smaller group meetings when privacy and focus are needed
  • Requires the ability to sit, stand, and walk throughout the workday
  • Position demands excellent vision (with or without correction) and the ability to use fingers, hands, and arms for computer and phone work
  • Occasional travel to client locations and the ability to move inventory up to 40 pounds as needed
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