Design Coordinator- FF&E

The FF&E Coordinator is a core coordination, documentation, and control role within the FF&E function, responsible for ensuring the accurate translation of approved design intent into fully coordinated FF&E documentation, supplier specifications, material schedules, and tracking systems.

This role acts as the central point of control for FF&E information, materials, and documentation, ensuring consistency, traceability, and timely delivery across all project stages.

The FF&E Coordinator works closely with the FF&E team, Procurement, Design, Site, and Suppliers to maintain disciplined workflows, proactive follow-up, and high-quality execution on luxury interior projects.

FF&E Coordination & Documentation

• Prepare and coordinate FF&E cut sheets for furniture, loose items, lighting, fabrics, finishes, and accessories in line with approved design intent.
• Review and verify supplier specifications against approved drawings, project standards, and BOQs.
• Issue clear and accurate FF&E specifications to suppliers based on approved information.
• Prepare, update, and maintain FF&E material schedules throughout all project stages.
• Maintain and regularly update FF&E master trackers, logs, and registers.

Materials & Library Management

• Manage and maintain the FF&E material library, ensuring proper organization, labeling, coding, and filing.
• Conduct weekly checks and updates of materials, samples, and records.
• Track FF&E material submissions, approvals, rejections, revisions, and discontinued items.
• Maintain clear material logs reflecting status (submitted / approved / rejected / pending).
• Ensure all samples, mock-ups, and approvals are properly recorded and traceable.

Document Control & Information Flow

• Take responsibility for FF&E document control, including submittals, approvals, RFIs, correspondence, and revision tracking.
• Ensure documents are filed in accordance with company and project standards.
• Maintain accurate document registers and version control.
• Ensure all FF&E documentation is current, coordinated, and issued on time.
• Coordinate document flow between FF&E, Design, Procurement, Site, and suppliers.

Supplier Coordination & Follow-Up

• Communicate directly with FF&E suppliers and manufacturers on technical and coordination matters.
• Follow up on submissions, samples, approvals, lead times, and delivery schedules.
• Prepare and issue weekly follow-up updates highlighting status, pending items, and risks.
• Proactively flag delays, missing information, or coordination risks to the FF&E team and line manager.

Meetings & Coordination

• Prepare and maintain Minutes of Meeting (MoM) related to FF&E coordination.
• Track action items and support timely follow-up and closure.
• Participate in coordination meetings with the FF&E team, Procurement, and other internal stakeholders as required.

Team Support & Coordination

• Work closely with the FF&E team and line manager to ensure smooth internal communication and alignment.
• Support coordination between design intent, procurement requirements, and site execution.
• Provide accurate, up-to-date information, documents, and reports to team members.
• Proactively identify gaps, inconsistencies, or risks related to FF&E coordination.