Part-Time Studio Operations Coordinator On-Site | Interior Design | Malvern, PA

Procurement Coordinator Part-Time

Z Domus Designs is seeking a highly organized and proactive part-time Procurement Coordinator to join our team in Malvern, PA. This role is integral to the successful execution of our design projects, providing behind-the-scenes support focused specifically on furnishings procurement, order management, vendor communication, logistics, and inventory coordination. The Procurement Coordinator will serve as the operational backbone of a busy furnishings team, ensuring orders are accurately tracked, received, and delivered. This person will work closely with designers, vendors, warehouse partners, delivery teams, and the Accounting and Finance team to keep procurement moving efficiently from order placement through final delivery. This is an operations and procurement rolenot a design role in disguise. The ideal candidate will have hands-on experience in procurement, purchasing, accounts payable, vendor management, order management, or logistics. Experience in interior design or furnishings is a plus, but not required. We're looking for someone who enjoys creating order, maintaining systems, following up on outstanding items, and keeping many moving pieces on track.

Key Responsibilities

• Procurement & Logistics Support
• Oversee post-order furnishings procurement from order placement through final delivery
• Monitor purchase orders, order confirmations, lead times, backorders, and delivery statuses
• Maintain detailed procurement logs, vendor ETAs, order records, and project tracking
• Communicate with vendors to obtain tracking information, order updates, confirmations, and delivery schedules
• Proactively follow up on delayed, backordered, or outstanding items and keep designers informed of updates
• Coordinate with vendors to resolve order issues, discrepancies, damages, shortages, replacements, and returns
• Coordinate deliveries to warehouses, receiving facilities, or client homes
• Prepare receiving documentation for warehouse partners and project managers
• Vendor Communication & Issue Resolution
• Serve as a primary point of contact for vendors regarding procurement-related questions and order updates
• Communicate confidently and professionally with vendors by phone and email
• Follow through on shipping issues, damaged or missing products, returns, replacements, credits, and claims until resolved
• Identify potential procurement issues before they affect project timelines and communicate concerns to the appropriate team members
• Inventory & Receiving Coordination
• Manage and track incoming furnishings, accessories, samples, and other procurement-related items
• Coordinate with warehouse partners regarding incoming shipments and expected deliveries
• Receive and inspect studio packages related to furnishings procurement
• Maintain accurate inventory and receiving records
• Take ownership of accessories inventory and keep it organized, accurate, and easy for the team to manage
• Monitor inventory discrepancies, damages, missing items, and outstanding pieces
• Support installation preparation through procurement-related quality control, checklists, and product tracking

This Could Be a Great Role for You If

You live within approximately 20 miles of our Malvern studio and are looking for a role that is 100% in person. You are looking for a meaningful part-time rolewhether you are stepping back from full-time work, entering the final chapter of your career, or simply ready for something outside of the corporate world. You enjoy being the operational backbone of a busy furnishings team. Spreadsheets are your love language, and organization comes naturally to you. You are the kind of person who loves an organized closet, a clean pantry, and a well-used label maker. You enjoy taking ownership of accessories inventory and keeping it organized, accurate, and easy for the team to manage. You are comfortable picking up the phone. This role involves real conversationsnot just emails and task lists. You communicate confidently and professionally with internal team members and external vendors. You can be warm and collaborative while still being firm, persistent, and willing to follow up until something is resolved. You notice the details, remember what is outstanding, and do not assume someone else is handling it. You enjoy creating order, maintaining systems, and keeping many moving pieces on track. You understand that this is an operations and procurement rolenot a design role in disguise. You are excited to become highly skilled in this specific position and are looking for a role you can truly make your own. You value consistency and are interested in becoming a steady, long-term part of our team. You appreciate a small-business environment where everyone's work matters, things move quickly, and "that's not my job" is not part of the vocabulary.

Work Hours

2030 hours per week, averaging approximately 25 hours per week MondayFriday 100% in person at the Malvern, PA studio Typical daily hours between 9:00 AM and 3:00 PM, with the specific schedule finalized upon hire

Qualifications

Experience 2+ years of experience in procurement, purchasing, accounts payable, vendor management, order management, logistics, or administrative coordination is required Experience managing vendor communication, order tracking, and resolving shipping, damage, or delivery issues Experience working with invoices, purchase orders, payment schedules, or financial documentation Familiarity with inventory systems, project management tools, or procurement software Experience in interior design, furnishings, home dcor, or a related creative industry is a plus, but is not required HouzzPro experience is a plus Skills & Attributes Highly organized with exceptional attention to detail and accuracy Excellent time-management skills with the ability to prioritize multiple tasks and deadlines Proactive problem-solver who takes ownership and follows through to completion Strong written and verbal communication skills Comfortable interacting professionally with vendors, warehouse partners, delivery teams, accounting personnel, and internal team members Strong follow-up skills and willingness to make phone calls when necessary Able to anticipate needs and identify potential issues before they impact project timelines Comfortable working independently while keeping the design team informed Calm and adaptable in a fast-paced, ever-changing project environment Technical Skills Proficient in Google Workspace, including Drive, Docs, Sheets, Gmail, and Calendar Strong spreadsheet and data-entry skills Experience using ClickUp or similar project management software such as Asana, Monday.com, or Trello Comfortable using digital procurement logs, tracking systems, spreadsheets, and shared calendars Familiarity with or ability to quickly learn HouzzPro or similar design industry software Physical Requirements Ability to occasionally lift packages or small boxes of samples/accessories weighing up to 40 lbs. Ability to sit, stand, and walk throughout the workday as needed Must be onsite at the Malvern, PA studio five days per week Personal Qualities Discreet and professional with confidential client and vendor information Positive, collaborative, and team-oriented Dependable and interested in becoming a long-term member of the team Comfortable in a small-business environment where priorities can move quickly Interest in the interior design industry is a plus, though not required

What We Offer

A team of talented designers who embody the firm's five value pillars of Beauty, Achievement, Teamwork, Advocacy, and Integrity A collaborative environment where professionals are trusted to take ownership without constant oversight or micromanagement An opportunity to support high-end new builds and renovations Future career-building opportunities within a full-service interior design firm A dynamic, fast-paced work environment with a commitment to detailed, top-tier service An expanding showroom and studio space designed to enhance client satisfaction and foster team collaboration The opportunity to become a highly skilled and trusted member of the procurement team

Work Environment

Position is 100% in person at the Z Domus Designs studio in Malvern, PA Primarily computer- and communication-based work with frequent interaction with vendors, warehouse partners, delivery teams, accounting, and the internal design team Open desk environment that encourages collaboration and communication Requires the ability to sit, stand, and walk throughout the workday Position requires excellent vision (with or without correction) and the ability to use fingers, hands, and arms for computer and phone work Occasional handling of paperwork, samples, accessories, and procurement-related packages Ability to move inventory or packages weighing up to 40 pounds as needed