FF&E Design Coordinator

1. ROLE PURPOSE

The FF&E Design Coordinator plays a key role in supporting the FF&E design function by coordinating specifications, material selections, supplier communication, documentation, and project tracking. The role ensures all FF&E design deliverables are produced accurately, aligned with EVA’s luxury design standards, client selections, and project timelines.

In addition, the role includes responsibility for document control—ensuring all project files, drawings, specifications, approvals, and FF&E schedules are accurately stored, version-controlled, and aligned with EVA documentation protocols (Teamwork / shared drives).

This dual role ensures high-quality FF&E coordination while maintaining world-class documentation governance across projects.

2. KEY RESPONSIBILITIES

A. FF&E DESIGN COORDINATION

1. FF&E Selections & Specifications

• Support the FF&E Designer in preparing material boards, fabric selections, finishes, and product specifications.
• Create and update FF&E schedules including furniture, lighting, accessories, art, fabrics, rugs, and decorative elements.
• Coordinate pricing, samples, and lead times with approved suppliers.

2. Supplier & Procurement Coordination

• Liaise with FF&E vendors to request quotations, samples, catalogues, and product availability.
• Track supplier submissions and ensure all details are updated in the FF&E tracker.
• Follow up with Procurement to ensure specifications are aligned with approved design intent.

3. Design Documentation

• Assist in preparing FF&E presentations for client approvals.
• Support in reviewing vendor submittals to ensure compliance with design specifications.
• Maintain detailed records of client selections, sign-offs, and revisions.

4. Project Coordination

• Update the FF&E progress tracker and ensure all milestones are aligned with project timelines.
• Coordinate with the design team (2D, 3D, RM, Project Fit-out) to ensure FF&E integration with layouts and 3D renders.
• Prepare and submit material boards for client presentations.

B. DOCUMENT CONTROLLER RESPONSIBILITIES

1. Documentation Management

• Maintain and organize all project documents including FF&E schedules, material specs, RFIs, submittals, drawings, and approvals.
• Ensure version control for drawings and FF&E documents across all design teams.
• Ensure all files are uploaded, updated, and correctly labeled in Teamwork/Shared Drive.

2. Workflow Compliance

• Track document approvals from the Head of Design, Head of FF&E, and clients.
• Ensure engineers, designers, and RMs only use the latest approved versions of drawings and specifications.
• Log all incoming/outgoing documents and maintain clear audit trails.

3. Communication & Coordination

• Distribute updated documents to internal teams (RM, 2D, 3D, Procurement, Project Fit-out) on time.
• Notify stakeholders of any design updates, revisions, or changes in FF&E specifications.
• Liaise with Project Fit-Out teams to ensure alignment between on-site requirements and FF&E deliverables.