Project Coordinator And Procurement

• Highly organized, detail-oriented, has a discerning eye.
• Proactive, forward-thinking and a problem-solver.
• Ability to manage multiple projects simultaneously, prioritize workflow and meet deadlines.
• Ability to manage logistics at all levels of a project. This includes but is not limited to scheduling tradesmen, movers,   etc., coordinating FF&E install to be on target with construction completion and managing situations that arise.
• Comprehensive understanding of and experience with managing ground-up full-scale construction projects. A large     part of this is coordination with builders and architects in addition to electricians, plumbers, cabinetry carpenters, window & door manufacturers, stone and tile manufacturers, etc.
• Advanced knowledge of construction documentation.
• Applicant must have interpersonal skills to engage with clients, vendors & business support.
• Must have 3-5 years of experience working in an Interior Design office.
• Proficient in Microsoft Suite (excel, word, power point, outlook, one drive)

• Accounts receivable entries, prepare accounts payable utilizing purchasing software (DesignDocs)
• Proficiency in a design-based data entry software like Studio Designer,  DesignDocs, Ivy, etc.
• Experience in construction documentation.
• Provide consistent status reports to interiors team across multiple projects.
• Maintaining detailed client files, both paper and virtual, including all proposals, invoices, underlying invoices, CFAs, schedules, and samples.
• Preparing client presentations, proposals, and invoices.
• Gathering quotes and pricing projects.
• Managing the ordering process from beginning to end.
• Troubleshoot and solve issues as they arise.
• Managing project timelines, deadlines, and budgets;
• Coordinate with the accountant regarding vendor payments, client deposits, etc.
• Manage email correspondence with clients, vendors, designers, etc.

• Create detailed invoices/purchase orders to vendors
• Organize project files and materials utilizing company's purchasing software (DesignDocs)
• Provide weekly project status updates to Principle and Clients
• Follow through on task such as CFA's, strike offs and final details for custom orders
• Tracking all orders and coordinate deliveries
• -Prepare client proposals and vendor purchase orders
• -Oversee all deliverable items
• Coordinate shipping, deliveries, and installations
• Track deliveries and coordinate shipments with receivers
• Oversee inspections and keep inventory of delivered items through final installation
• Handle correspondence regarding damages, replacements, returns, and donations of products, as necessary.
• Input information relating to acknowledgments and invoices into the design system.
• Enter and manage all vendor information.

• Manage claims
• Assist the Principal in drafting new client proposals
• Update clients weekly on the status of project/orders via email

• Gather quotes and specifications.
• Proficiency in AutoCAD.
• Be onsite for installations as needed.
• Run errands – pick-up/drop-off samples, pick-up/deliver orders, pick up items at the store, go to the warehouse, etc.
• Manage material samples and update into studio library.
• Coordinate fabrics received in-house with the workroom or upholsterer.
• Review all vendor acknowledgments and invoices for accuracy
• Verify and present all vendor invoices to accounting for payment
• Gather quotes, specifications & images for client presentations
• Assist interiors team with sourcing and pulling alternate selections
• Adjusting furniture plans as soon as items change/are adjusted;
• Capturing all onsite measurements, pictures, notes, and documenting those in detailed project files (Microsoft Teams, Dropbox, Studio Designer, Client Folders, Power Point);
• Attending and note taking client presentations, client meetings, conference calls, and installations;

• Maintain the office inventory, samples, documents ( client binders, vendor database) and library
• Provide general record-keeping/filing
• Set up conference area for meetings, vacuum, water, etc.
• Order office, cleaning, and paper supplies for the studio.
• Distribute mail and sign for deliveries.
• Check products for damage when delivered to studio
• Assist with the general office administrative duties, coordinate the day to day admin operations per company   Procedures Manual.

•  A/C maintenance, pest control, and lightbulb replacement.
• Water office plants.
  

Founded in 2003, McLean and Tircuit is a full-service, award-winning, woman-owned design firm. We specialize in interior design, interior architecture and FF&E procurement. McLean and Tircuit has completed projects on both coasts, in Washington DC, Maryland, Northern Virginia, Pittsburgh and in Los Angeles, Sacramento and the San Francisco Bay area.