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Studio & Procurement Coordinator

3 weeks ago

Vancouver BC VA T, Canada House of Bohn Full time

Role Outline:

The highly acclaimed Interior Design studio, House of Bohn, located in Vancouver, BC is looking for a Studio and Procurement Coordinator to join the team House of Bohn is high-energy, loves collaborating, and is proud of the amazing talent that makes up the company.

The Studio and Procurement Coordinator is a hybrid role that integrates studio administration, front-of-house coordination, warehouse and inventory oversight, and full-cycle procurement support. This role is designed to provide seamless operational support across the studio and procurement lifecycle.

As the first point of contact for the firm, the Studio and Procurement Coordinator manages reception, day-to-day studio activities and administrative systems that keep the office running smoothly. At the same time, they are deeply involved in procurement coordination—supporting furniture, fixtures, finishes, and materials from quoting and ordering through to delivery, installation, and closeout.

This role works closely with designers, project leads, vendors, warehouses, and freight carriers, ensuring information flows clearly between studio operations and procurement execution.

Success in this position requires strong organization, comfort managing physical assets, clear communication, and the ability to balance desk-based coordination with hands-on logistical and installation support in a fast-paced design environment.

General Studio Responsibilities:

Reception:

  • Answer Phones & Direct Calls
  • Maintain Phone system
  • Update system with employee changes as needed
  • Manage greetings (office closures, etc.)
  • Greet Guests/Clients apon arrival
  • Handle couriers

Studio Maintenance & General Support:

  • Ensure common areas are kept tidy, organized and presentable
  • Ensure boardroom is kept clutter-free at all times
  • Order office supplies and manage office inventory
  • Perform studio opening & closing checklist
  • Manage sample library and handle returns
  • Communicate with building manager as needed
  • Event planning
  • Monthly team events – E.g Champagne Friday
  • Christmas & other office events & gatherings
  • Support furniture procurement effort
  • Placing orders for samples
  • Support with marketing effort as needed

Warehouse Maintenance:

  • Ensure warehouse is maintained, tidy and organized at all times
  • Manage inventory as it enters and leaves warehouse
  • Oversee Inventory list
  • Caloguing
  • Inspect Items as needed

Admin Tasks:

  • Assist with preforming edits to proposals, and other sales and marketing documents as needed
  • Assist with note taking as needed
  • General data and file management, including vendor rolodex
  • Maintain operations administration such as, business license, insurance, WCB, etc.
  • Ensure monthly and yearly deadlines are not missed
  • Mange corporate calendar
  • Stats
  • Summer Fridays etc.
  • Assist in fine-tuning current administrative procedures
  • Provide support to the Operations Team, Design Team & Creative Director as needed
  • Expense and Receipt Management

IT Coordination:

  • Maintaining office devices such as Computers, Monitors, Printers, Phones and accessories
  • Manage office software and maintain corporate passwords, Sharepoint, Outlook, Teams, etc.
  • Software training and integration (Zoom, Teams, etc.)
  • Install and configure software and hardware
  • Liase with IT as required

Procurement Responsibilities:

Purchasing:

  • Prepare and issue purchase orders based on approved specifications and selections by design team
  • Maintain detailed procurement trackers (budgets) for each project
  • Track orders, production schedules, lead times, and delivery dates
  • Ensure all orders are complete and properly accounted
  • Monitor shipments and troubleshoot delays or issues
  • Manage receipts and interface with Finance
  • Maintain a high level of communication with vendors and design team

Delivery & Install Logistics:

  • Coordinate deliveries with vendors, freight carriers, warehouses, and job sites
  • Assist with resolving discrepancies, damages, shortages, or returns
  • Ensure goods arrive on time and in good condition
  • Support design team with installation

Budgeting & Admin:

  • Assist in tracking procurement spend and monitoring budgets
  • Organize invoices, packing slips, and delivery documentation
  • Manage receipts and support reconciliation at project closeout
  • Maintain organized vendor records, pricing, and contact information
  • Assist in improving procurement tools, templates, and workflows
  • Ensure procurement activities follow internal policies and procedures

Key Requirements and Characteristics:

  • Procurement experience (3–5 years) – Brings hands-on experience in procurement, purchasing, or project coordination, ideally within interior design, architecture, or construction environments.
  • Highly organized and detail-oriented – Manages studio administration, procurement trackers, timelines, and documentation with accuracy across multiple projects.
  • Strong communication skills – Acts as a clear, professional point of contact for clients, vendors, consultants, freight carriers, and internal teams.
  • Vendor, logistics, and inventory coordination skills – Confident coordinating orders, deliveries, warehouses, installations, and physical assets.
  • Systems-minded and technically capable – Comfortable working with spreadsheets, scheduling tools, inventory systems, procurement or project management software, and office IT systems.
  • Proactive and solution-oriented – Anticipates needs, flags risks early, and takes ownership of discrepancies, delays, or gaps in systems through to resolution.
  • Physically capable and hands-on – Able to support installations, manage samples and furniture, assist with deliveries, and maintain warehouse and studio organization.
  • Discreet, reliable, and trustworthy – Handles confidential information, vendor pricing, client materials, and high-value goods with care and professionalism.
  • Collaborative and service-oriented – Enjoys supporting creative and operations teams and understands their role is essential to studio and project success.
  • Adaptable and composed under pressure – Stays calm, organized, and solution-focused in a fast-paced environment with shifting priorities.

We are really looking for someone who is passionate about the role and looking to stay in this position and company for years to come. We are excited to meet you

No phone calls or drop-ins.

Job Types: Full-time, Part-time

Pay: $60,000.00-$70,000.00 per year

Expected hours: No less than 24 per week

Benefits:

  • Dental care
  • Extended health care
  • On-site parking

Work Location: In person