Purchasing Coordinator & Studio Associate

Description

Jessica Lagrange Interiors is a high-end, full service residential interior architecture and design firm with a pleasant, collaborative work atmosphere. The projects we select are diverse and located primarily in the Chicagoland area and beyond. Our clients enjoy the personal attention and classic, yet forward thinking, design we offer.

Qualifications:

• Experience in, or knowledge of, the interior design industry and process
• Excellent (and articulate) communication, presentation, and problem-solving skills
• Confidence, assertiveness and a positive attitude
• High attention to detail
• Experience in Studio Designer
• Knowledge of local/national vendors
• AutoCAD aptitude and space planning strength
• Prior accounting experience
• High School Diploma required
• Valid US Driver’s License required

The Candidate:

The Purchasing Coordinator and Studio Associate must be an expert at multi-tasking and managing the many moving pieces involved in a design project’s ordering process. Timeliness is integral in the proficiency of this role. This role requires refined organization tools as well as the job requires handling multiple projects and deadlines while working as part of the team. Additionally, it is important that this candidate possess the ability to initiate positive dialog with team members, vendors and clients. Because of the constant communication involved in this position, it is extremely important that this candidate represent JLI in a professional manner. A flexible mindset and problem-solving abilities is key. With a strong attention to detail and ability to perform job functions under pressures of firm workload deadlines.

Primary responsibilities include:

The Purchasing Coordinator & Studio Associate is primarily responsible for arranging for the purchase of raw materials, supplies and services on behalf of JLI and provides support to the office. The person in this role is responsible for securing the quality and timely delivery of goods pre-installation of a project using standards and efficient timelines.

The expeditor is responsible for the follow through of products from acceptance of client proposals to installation. Once a client has accepted a proposal a purchase order will be created, and the expeditor will be responsible to make certain that item is purchased and tracked for delivery and every step in between to make certain of its accuracy. The expeditor is in constant contact with the vendor, shipper and storage facility to make certain the product will arrive at the site on the date required for installation. They will track payments required by the vendor to make certain that the firm is living up to their side of the financial commitment of the sale. They will problem solve any issue or work with the designer to problem solve any issue that requires change or adjustment.

• Purchasing Process
  • Serves as the liaison in purchases between their employer and suppliers.
• Creates/manages/tracks purchase orders (POs) in Studio Designer
• Responsible for tracking the progress of all shipments and addressing any problems
• Ensure orders are placed on a timely basis within project timelines
• Responsible for payment of orders at multiple stages
• Coordination of daily operations to provide support to staff and ensure consistent flow of daily operations
• Order Maintenance
  • Contact Vendors to ensure product shipment/arrival, status updates, and monitors traffic with tracking information and ensure all goods arrive and are accounted for at the receiving warehouse in a timely manner.
• Review of products at receiving warehouses to confirm all deliveries prior to Client installation. Arranges and coordinates repair/maintenance of damaged product received. The person in this role may be asked to assist during actual installation days.
• Managing the vendor payment process and reflecting order payments in Studio.
• Ensuring the accuracy of purchase orders and invoices before handing them off to accounting and to vendors.
• Receiving and processing all vendor documents.
• Tracking goods ordered or services contracted and managing all related documentation.
• Coordinating shipping, delivery and installation of goods.
• Updating and maintenance of client files and purchase orders.
• Work-in-Progress (WIP) Information
  • Ensure weekly WIP meetings are held to provide order information and follow up on closed items to maintain current financial reporting.
• Provide expediting worksheets during these meetings with shipping and tracking information.
• Miscellaneous design and office administration tasks
  • Provide support to the designers and the office. This includes, but is not limited to, picking up/dropping off vendor samples, providing support for client meetings, ordering supplies for the office, providing assistance to the designers on projects, etc.
• Data entry into the firm’s design management and accounting software.

Please contact Evelyn Rangel at erangel@jessicalagrange.com with your cover letter and resume. No calls please.