Technical FF&E Coordinator

The Technical FF&E Coordinator is responsible for the technical coordination, detailing, specification accuracy, and execution readiness of all FF&E items across projects. The role ensures that FF&E designs are buildable, compliant, correctly detailed, coordinated with site conditions, and aligned with procurement and installation requirements , bridging the gap between design intent and on-site execution.

Key Responsibilities & Requirements

1. FF&E Technical & Coordination Skills

• Strong experience in preparing FF&E cut sheets, including furniture, loose items, lighting, fabrics, finishes, and accessories.

• Ability to review and verify supplier specifications against approved project standards, drawings, and BOQs.

• Issue clear and accurate specifications to suppliers based on approved design intent and project requirements.

• Prepare, update, and maintain FF&E material schedules throughout all project stages.

• Maintain and regularly update master FF&E trackers and logs.

2. Materials & Library Management

• Manage the FF&E material library, including:

• Weekly checks and updates

• Proper labeling, coding, and filing

• Tracking approvals, revisions, and discontinued items

• Maintain materials logs (submitted / approved / rejected / pending).

• Ensure all samples, mock-ups, and approvals are properly recorded and traceable.

3. Documentation & Document Control

• Full responsibility for FF&E documentation control, including:

• Submittals, approvals, RFIs, correspondence, and revision control

• Filing according to company and project standards

• Maintaining document registers and version history

• Ensure all FF&E documents are accurate, updated, and issued on time.

• Coordinate document flow between design, procurement, site, and suppliers.

4. Supplier Coordination & Follow-Up

• Communicate directly with FF&E suppliers and manufacturers.

• Follow up on:

• submissions

• Samples

• Approvals

• Lead times and delivery schedules

• Provide weekly follow-up reports and updates to the FF&E team and line manager.

5. Meetings & Reporting

• Prepare and maintain Minutes of Meeting (MoM) related to FF&E.

• Track action items and ensure timely closure.

• Participate in coordination meetings with:

• FF&E team

• Procurement

6. Coordination & Teamwork

• Work closely with the FF&E team and line manager to ensure:

• Smooth internal communication

• Alignment between design, procurement, and execution

• Support team members with updated information, documents, and reports.

• Proactively flag risks, missing information, or delays related to FF&E.

7. Organization & Personal Skills

• Highly organized, detail-oriented, and structured in work approach.

• Strong ability to manage multiple tasks and deadlines.

• Professional communication skills (emails, reports, follow-ups).

• Ability to work under pressure and meet tight project timelines.

8. Reporting & Tracking

• Update and maintain:

• FF&E master sheets

• Weekly logs and trackers

• Status reports (submitted / approved / pending)

• Prepare weekly FF&E status reports for internal review