Studio Operations & Procurement Coordinator

Position Overview

The Studio Operations & Procurement Coordinator is the operational backbone of the firm, managing the full procurement lifecycle from purchase order through delivery and installation while supporting the administrative and financial workflows that keep the studio running smoothly. This role combines furniture and product expediting with office operations support, serving as the critical link between the design team, vendors, warehouse, and accounting.

This is not a design role nor will it evolve into a design role. It is ideal for a highly organized, detail-oriented professional who thrives in logistics, problem-solving, and keeping complex moving parts on track — and who values the flexibility of a part-time schedule with a team that respects work-life balance.

Procurement & Expediting (Primary)

• Receive purchase orders from designers and place orders with vendors via phone, fax, email, or web portal
• Verify all order information is complete and accurate (fabric specifications, yardage, COM details, ship-to addresses)
• Track and manage CFA (Cutting for Approval) requests, approvals, and acknowledgments
• Maintain order records and update procurement software with order numbers, ship dates, and expediting codes
• Proactively follow up with vendors on order status, lead times, back-orders, and delays
• Receive and process vendor invoices — compare against purchase orders, verify pricing, confirm terms, prorate freight, and route for payment
• Coordinate receiving at storage warehouse — note arrivals, inspect for damages, photograph issues, and initiate RGA/replacement processes
• Track all shipments and coordinate with delivery carriers on scheduling and logistics
• Coordinate furniture installations — work with designers, movers, and warehouse; prepare installation binders; assist on-site as needed
• Provide weekly updates to the design team on order status, delays, damages, received items, and upcoming deliveries

Office & Financial Operations Support

• Process, digitize, and file business receipts (credit card and vendor); match to transactions for bookkeeper reconciliation
• Download and organize monthly bank and credit card statements and transaction records
• Prepare and send client invoices on the monthly billing cycle; pull WIP (Work in Progress) reports
• Record and deposit client payments; assist with accounts receivable follow-up on outstanding invoices
• Prepare sales tax filing documentation
• Set up new clients in project management and accounting software (client records, folders, billing rates)
• Maintain organized physical and digital filing systems for purchase orders, invoices, and project records
• Order office supplies and maintain general office organization

Systems & Communication

• Operate within the firm’s technology stack (currently Studio Designer, transitioning to Houzz Pro + QuickBooks Online; Microsoft 365 environment)
• Maintain accurate, up-to-date records across procurement and accounting platforms
• Communicate proactively with designers, vendors, warehouse, bookkeeper, and business manager
• Flag discrepancies, risks, and issues before they become problems

Qualifications - Required

• Exceptional organizational skills and attention to detail — this role lives and dies by accuracy
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (Outlook, Excel, Word) and comfort learning new software
• Ability to manage multiple priorities and deadlines independently with minimal supervision
• Reliable transportation and ability to be on-site in Long Lake and at local warehouse/job sites as needed
• Professional, client-appropriate demeanor — you may interact with high-net-worth clients, architects, and builders
• Minimum 2 years of experience in an administrative, coordination, or procurement role

Preferred (Not Required)

• Experience in a residential interior design firm or related trade (architecture, construction, furniture)
• Familiarity with design industry procurement software (Studio Designer, Houzz Pro, Studio Designer, Design Manager, or similar)
• Experience with QuickBooks Online or similar accounting software
• Understanding of the custom furniture ordering process — lead times, COM, vendor acknowledgments, freight logistics
• Bookkeeping support experience (receipt processing, invoice reconciliation, sales tax prep)

Schedule & Work Environment

• Approximately 24 hours per week across 3 days, with flexibility on specific days
• Minimum 1 day per week in the Long Lake office; additional in-office days may be needed for installations or deliveries
• Hours may flex seasonally — lighter during quieter procurement periods, busier during major installations and delivery cycles
• Occasional presence at local job sites and warehouse for receiving, inspections, and installations

Compensation & Benefits

$30–$35 per hour depending on experience and qualifications. This is a W-2 hourly position. Paid time off and other benefits are available after a probationary period. Details discussed during the interview process.

About the Firm

Randolph Interior Design is an award-winning, full-service luxury interior design firm specializing in new construction, whole-home remodels, and comprehensive furnishing for discerning clients throughout the Minneapolis metro and beyond. With 20+ years of experience, we deliver timeless interiors that reflect how our clients truly live. Our team is small, collaborative, and committed to excellence at every touchpoint.

Pay: $30.00 - $35.00 per hour

Benefits:

• 401(k) 4% Match
• Employee discount
• Paid time off

Work Location: Hybrid remote in Long Lake, MN 55356