Procurement Coordinator — Part-Time

Z Domus Designs is seeking a highly organized and proactive part-time Procurement Coordinator to join our team in Malvern, PA.

This role is integral to the successful execution of our design projects, providing behind-the-scenes support focused specifically on furnishings procurement, order management, vendor communication, logistics, and inventory coordination.

The Procurement Coordinator will serve as the operational backbone of a busy furnishings team, ensuring orders are accurately tracked, received, and delivered. This person will work closely with designers, vendors, warehouse partners, delivery teams, and the Accounting and Finance team to keep procurement moving efficiently from order placement through final delivery.

This is an operations and procurement role—not a design role in disguise. The ideal candidate will have hands-on experience in procurement, purchasing, accounts payable, vendor management, order management, or logistics. Experience in interior design or furnishings is a plus, but not required. We’re looking for someone who enjoys creating order, maintaining systems, following up on outstanding items, and keeping many moving pieces on track.

Key Responsibilities
Procurement & Logistics Support
● Oversee post-order furnishings procurement from order placement through final delivery
● Monitor purchase orders, order confirmations, lead times, backorders, and delivery statuses
● Maintain detailed procurement logs, vendor ETAs, order records, and project tracking
● Communicate with vendors to obtain tracking information, order updates, confirmations, and delivery schedules
● Proactively follow up on delayed, backordered, or outstanding items and keep designers informed of updates
● Coordinate with vendors to resolve order issues, discrepancies, damages, shortages, replacements, and returns
● Coordinate deliveries to warehouses, receiving facilities, or client homes
● Prepare receiving documentation for warehouse partners and project managers

Vendor Communication & Issue Resolution
● Serve as a primary point of contact for vendors regarding procurement-related questions and order updates
● Communicate confidently and professionally with vendors by phone and email
● Follow through on shipping issues, damaged or missing products, returns, replacements, credits, and claims until resolved
● Identify potential procurement issues before they affect project timelines and communicate concerns to the appropriate team members

Inventory & Receiving Coordination
● Manage and track incoming furnishings, accessories, samples, and other procurement-related items
● Coordinate with warehouse partners regarding incoming shipments and expected deliveries
● Receive and inspect studio packages related to furnishings procurement
● Maintain accurate inventory and receiving records
● Take ownership of accessories inventory and keep it organized, accurate, and easy for the team to manage
● Monitor inventory discrepancies, damages, missing items, and outstanding pieces
● Support installation preparation through procurement-related quality control, checklists, and product tracking

This Could Be a Great Role for You If…
● You live within approximately 20 miles of our Malvern studio and are looking for a role that is 100% in person
● You are looking for a meaningful part-time role—whether you are stepping back from full-time work, entering the final chapter of your career, or simply ready for something outside of the corporate world
● You enjoy being the operational backbone of a busy furnishings team
● Spreadsheets are your love language, and organization comes naturally to you
● You are the kind of person who loves an organized closet, a clean pantry, and a well-used label maker
● You enjoy taking ownership of accessories inventory and keeping it organized, accurate, and easy for the team to manage
● You are comfortable picking up the phone. This role involves real conversations—not just emails and task lists
● You communicate confidently and professionally with internal team members and external vendors
● You can be warm and collaborative while still being firm, persistent, and willing to follow up until something is resolved
● You notice the details, remember what is outstanding, and do not assume someone else is handling it
● You enjoy creating order, maintaining systems, and keeping many moving pieces on track
● Y