Procurement Coordinator (FF&E)

Michael Hsu Office of Architecture is an award-winning, fully integrated architecture and interior design practice with offices in Austin and Houston. Our work is rooted in hospitality and placemaking and includes diverse projects that range from large mixed-use developments, adaptive reuse projects, public realm design, architectural branding, single family homes, hotels, restaurants, workspaces, and bespoke furniture design. We work throughout Texas and across the country in cities such as New York, Los Angeles, Chicago, Atlanta and Denver.

We are seeking a highly organized and detail-oriented Procurement Coordinator to join our Austin office and support the successful procurement and installation of furniture, fixtures, and equipment (FF&E) across a wide range of projects. Working closely with our Procurement Manager and our Interior Design team, this position is responsible for coordinating purchasing activities, maintaining procurement documentation, tracking orders and shipments, supporting vendor communication, and assisting with project installations. The ideal candidate enjoys managing details, staying organized across multiple projects, and ensuring that information is accurate and up to date. This position plays an important role in helping our teams deliver a seamless experience from product specification through installation. This is a hybrid position based in Austin, TX, requiring a minimum of three days working in-person from our Austin office, as well as on-site travel for installations.

Responsibilities Include

• Supporting FF&E procurement efforts across multiple projects simultaneously
• Maintaining procurement logs, order trackers, and project purchasing records
• Creating and updating furniture budgets, product schedules, and procurement documentation
• Coordinating purchase order preparation, tracking, and recordkeeping
• Monitoring order status, lead times, shipping schedules, and delivery dates
• Tracking shipments and proactively updating project teams on order progress
• Maintaining organized digital records including invoices, receipts, warehouse reports, and vendor correspondence
• Coordinating with vendors, manufacturers, warehouses, and freight partners to obtain information and resolve issues
• Assisting with invoice processing and coordination with Accounting
• Organizing and maintaining product imagery, specifications, and procurement-related project files
• Supporting warehouse receiving processes and documenting incoming deliveries
• Assisting with installation planning, logistics coordination, and on-site installation support
• Collaborating closely with Interior Designers and Procurement leadership to ensure project goals, schedules, and budgets are maintained
• Identifying potential procurement, shipping, or delivery issues and escalating concerns as needed

Job Requirements

• 2–5 years of experience in FF&E procurement, purchasing, project coordination, interior design support, or a related field
• Experience working with furniture, fixtures, equipment, hospitality, commercial, or residential projects preferred
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple projects and priorities simultaneously
• Ability to commute to our Austin office a minimum of three days a week
• Excellent written and verbal communication skills
• Proficiency with Microsoft Excel, Google Workspace, and project tracking tools
• Ability to work independently while collaborating effectively with project teams
• Comfort working with budgets, invoices, purchase orders, and procurement documentation
• Experience coordinating vendors, shipments, and installations preferred
• Positive attitude and willingness to work within a team

Work Environment & Physical Requirements

This position is primarily performed in an office environment, with periodic travel to warehouse, showroom, project site, and installation environments.

To perform the essential functions of this position, an employee must be able to:

• Remain stationary and work at a computer workstation for extended periods throughout the workday
• Frequently operate a computer and other standard office equipment
• Communicate effectively with clients, vendors, manufacturers, warehouses, delivery partners, and team members in person, by phone, and electronically
• Travel to project sites, warehouses, vendor showrooms, and installation locations as needed
• Move throughout project sites, warehouses, and installation environments, which may include walking, standing, bending, reaching, climbing stairs, and navigating active construction or installation areas
• Assist with the receiving, staging, placement, styling, and installation of furniture, fixtures, artwork, accessories, and related project materials
• Occasionally lift, carry, move, or position furnishings, samples, and project materials weighing up to 40 pounds
• Visually inspect products, installations, shipping documentation, and procurement records for quality, accuracy, and completeness

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.