FF&E Procurement Specialist

Role Summary

The FF&E Procurement Specialist – Buyer & Designer is a hybrid role responsible for both the design development and procurement of Furniture, Fixtures & Equipment (FF&E) and Operating Supplies & Equipment (OS&E) packages across hospitality, multi-residential, and commercial projects.

Working alongside the FF&E Design Team, Managing Director and Procurement, this specialist carries projects from initial concept and specification through to purchasing, logistics, and delivery. The role requires an individual who can move fluidly between creative design work and procurement administration - contributing to both the aesthetic integrity and on-time, on-budget delivery of FF&E packages.

Location & Travel

Hybrid work environment combining remote work with in-person work.

Office located in Toronto, Ontario.

Limited travel may be required; however, travel is not a primary component of the role.

Key Responsibilities

FF&E Design

·        Collaborate with the FF&E Design Team to balance and manage multiple projects from design concept to completion, across all stages of FF&E production.

·        Conceptualize furniture, millwork, and decorative lighting with a strong understanding of space and scale, ensuring all align with project narratives and brand standards.

·        Collaborate with FF&E Lead and Designers to develop custom pieces aligned with client and/or brand requirements.

·        Design and develop custom carpets and various textiles, ensuring alignment with the design concept and project brand standards.

·        Select and specify purchased catalogue pieces relevant to the established design narrative.

·        Select and specify FF&E materials appropriate to project standards and materiality requirements.

·        Create and/or refine furniture layouts to ensure functionality and design intent.

·        Write FF&E specifications.

·        Review and track FF&E submittals.

·        Participate in prototype reviews.

Procurement & Purchasing

·        Execute FF&E and OS&E bidding and procurement processes.

·        Prepare detailed, accurate cost comparisons that meet project requirements.

·        Develop vendor scopes of work and procurement documentation.

·        Coordinate vendor Requests for Information (RFIs) and quote submissions.

·        Issue, manage, and process vendor purchase orders.

·        Conduct quantity take-offs and floor plan reviews.

·        Review project drawings, specifications, schedules, and related addenda.

Vendor & Supply Chain Management

·        Manage and coordinate with suppliers and furniture manufacturers.

·        Monitor order status and proactively resolve vendor-related issues.

·        Coordinate warehousing, consolidation, transportation, and delivery logistics.

·        Build and strengthen vendor relationships to support business growth and project capacity requirements.

·        Ensure timely delivery and fulfillment of all FF&E packages.

Project Administration

·        Track and maintain all procurement activities throughout the purchasing lifecycle.

·        Provide regular project and procurement status updates to internal stakeholders.

·        Collaborate closely with project teams, designers, vendors, and accounting personnel.

·        Coordinate with internal Design and Project Management teams throughout all project phases.

·        Ensure procurement records, budgets, and compliance documentation are accurate and up to date.

Qualifications & Requirements

Required Experience

·        Minimum 3 years of combined experience in FF&E design and/or procurement.

·        Demonstrated specialization in FF&E design with hands-on specification and procurement exposure.

·        Experience working on hospitality, multi-residential, commercial, or related projects strongly preferred.

Education

Bachelor's degree or diploma in Interior Design, Industrial Design, Architecture, Business, Supply Chain Management, or equivalent experience.

Design Skills & Knowledge

·        Highly creative, resourceful, and curious with a proven understanding of materiality.

·        Proven ability to source FF&E pieces with a strong understanding of scale.

·        Product knowledge across furniture, fabrics, accessories, art, drapery, decorative lighting, and finishes.

·        Budget management skills with the ability to balance design intent against cost constraints.

Technical & Procurement Skills

·        Ability to read and interpret construction drawings, specifications, and project documentation.

·        Knowledge of warehousing, consolidation, transportation, and logistics strategies.

·        Understanding of project management, site coordination, and installation processes.

·        Advanced proficiency with Microsoft Office Suite (Excel, Word, Outlook, and Microsoft 365).

Software Skills

·        AutoCAD

·        Adobe Creative Suite (Photoshop, Illustrator, InDesign)

·        SketchUp an asset

·        Microsoft Office (Word, Excel, Outlook)

·        Fohlio Specification an asset

Core Competencies

·        Exceptional attention to detail and organizational skills.

·        Strong analytical and problem-solving abilities.

·        Excellent verbal, written, and design-articulation communication skills.

·        Strong interpersonal skills with the ability to build and maintain effective relationships internally and externally.

·        Ability to manage multiple priorities in a fast-paced, deadline-oriented environment.

·        High degree of initiative and customer service orientation.

·        Professional demeanor with a positive, collaborative, and upbeat attitude.

·        Commitment to continuous professional growth and development.

Additional Requirements

•     Valid driver's license.