In the role of Procurement Specialist and PM Assistant, you will be expected to carry out the duties and responsibilities described below in job description which is periodically updated to reflect project needs. The primary responsibilities for this position are Procurement, and as needed/workload allows to support the Project Management team. Thirdly, if all the procurement and PM projects are smooth, then as needed this position can support the branding department.GENERAL SKILLS- Thrive in a fast-paced environment- Have excellent organizational, problem-solving, logístical planning, interpersonal, verbal and written- communication skills.- Be proficient in simple bookkeeping processes and financial management and its related software- Ensure timely and accurate processing of purchase orders, including verifying price terms and conditions- Has previous successful experience in an office environment- Possess excellent computer skills, and is quick to learn new software- Assist in project-related communication/procedures with internal support staff.- Keep Project Managers informed promptly about any delays or issues that arise with project-specific timelines.INTERIOR DESIGN/PROCUREMENT- PRIMARY RESPONSIBILITIES- Creating ID FF&E budgets- Manage Ivy furniture product catalog (adding in new materials when needed)- Manage Ivy projects- Creating and sending purchase orders to vendors- Creating and sending proposals to client- Creating and sending progressive billing to client- Managing FF&E procurement- Overseeing vendor fabrication for FF&E orders- Update the Furniture billing spreadsheet- Develop and evolve FF&E furniture procurement process- Creating and sending weekly FF&E reports to client- Collaborates with Construction Admin to get construction schedule/updates on site- Coordinate furniture installation on site in conjunction with Designers & Construction Administrator- Manages communication with vendors- Develops new relationships with vendors- Assist Construction Administration in the preparation of CA change proposals and change orders review regarding furnitureDESIGNWIRE- PROCUREMENT SOFTWARE- Oversees orders placed on DesignWire- Places orders on behalf of clients on DesignWire- Creates Project Builder proposals and sends to client- Provides any supplemental materials client needs (acoustics PPT, table top PPT, chair selector PPT)- Manage progression of DesignWire projectsPM ASSISTANT RESPONSIBILITIES- SECONDARY RESPONSIBILITIES- This can be done alongside Procurement work. If requests from the PM team will cause a rivet in Procurement, be sure to communicate this to the team so adjustments can be made.- Support Project Managers by monitoring and tracking of project budget.- Assist in the preparation of financial reports related to project expenditures.- Generate regular status reports for project managers and Studio Director- Assist Project Managers with reviewing drawings.- Assist in the development and maintenance of project schedules dependent on furniture & FF&E- Support Project Managers by participating in meetings where we discuss project deadlines and initial details.- Coordinate meetings, prepare agendas, and document meeting minutes as needed/requested.- Support Sales and Marketing by sorting project pictures in SmugMug when directed.- Assist Construction Administration in preparing, expediting, and monitoring logs/status sheets for tracking shop drawings, contract documents, submittals, requests for information, change orders, material delivery logs, and other logs as determined necessary for a successful project as needed.- Participate in the review of project outcomes to identify areas for improvement.BRANDING SUPPORT (FOLLOWING PROCUREMENT AND PM ASSISTANT DUTIES)In the event that you find yourself complete with all areas of support to ID and PMs, you may assist branding on an asneeded basis.- Creates artwork/signage/graphics budgets- Create proposals- Create and manage Bitrix branding deals- Manages purchase orders- Manage and create invoices sent to client- Manages artwork approval process with clientPosition Expectations- File all project documents appropriately, both hard and soft copies.- Check tasks for basic clean-up.- Ensures all project documentation is accurate.- Assist Construction Administrator in organizing submittal reviews- Work under time constraints to meet specific timelines.
