Design & Purchasing Coordinator na The Standard Spa, Miami Beach

Description

Position Summary

The Design & Purchasing Coordinator supports the Hotel Design Manager in executing design projects and managing purchasing needs for the Engineering Department. This role bridges creative design support and operational functionality by ensuring that all design-related materials, furnishings, and maintenance supplies are sourced, purchased, and tracked efficiently. The position collaborates closely with the Design Manager, Engineering leadership, and external vendors to ensure that all hotel design initiatives and maintenance-related projects are completed on time, on budget, and to brand standards.

Key Responsibilities

• Assist the Design Manager with the coordination and execution of renovation, refurbishment, and improvement projects across the property.
• Prepare and maintain design documentation, mood boards, material samples, and presentation decks.
• Support with vendor research, product sourcing, and specification of finishes, furnishings, and fixtures (FF&E/OS&E).
• Coordinate sample approvals, swatches, and mockups between vendors and internal stakeholders.
• Help ensure all design work aligns with brand guidelines, sustainability standards, and operational functionality.
• Manage purchasing requests for the Engineering Department including tools, materials, and parts needed for preventive and corrective maintenance.
• Create and track purchase orders, verify pricing, and maintain accurate purchasing logs in collaboration with accounting and procurement teams.
• Work with the Design Manager and Engineering leaders to obtain multiple vendor quotes to ensure cost efficiency and quality.
• Maintain vendor and supplier databases; ensure compliance with approved supplier lists and company purchasing policies.
• Track deliveries, inspect received items for quality and accuracy, and ensure timely distribution to the appropriate departments.
• Support project timelines by coordinating between vendors, contractors, and internal departments.
• Maintain project spreadsheets, budget trackers, and procurement schedules.
• Assist in tracking and reconciling design and engineering budgets, invoices, and expenditures.
• Participate in site walks and document project progress and completion.
• Organize and maintain project files, invoices, quotes, warranties, and submittals.
• Prepare regular status reports for the Design Manager and Engineering Director.
• Communicate project updates to key stakeholders and follow up on outstanding tasks.
• Support sustainability initiatives by recommending eco-friendly materials and suppliers where possible.

Qualifications

• Associate’s or Bachelor’s degree in Interior Design, Architecture, Hospitality Management, or a related field preferred.
• 1–3 years of experience in design coordination, purchasing, or project administration within a hospitality or commercial setting.
• Strong understanding of FF&E/OS&E procurement processes.
• Proficient in Microsoft Office, purchasing software, and project management tools (e.g., Smartsheet, Asana, or Monday.com).
• Basic knowledge of design programs such as AutoCAD, SketchUp, or Adobe Creative Suite preferred.
• Excellent communication, organization, and multitasking skills.
• Detail-oriented, proactive, and capable of managing multiple projects simultaneously.
• Ability to collaborate effectively across departments and with external vendors.

Physical Requirements

• Must be able to conduct property walks and inspections, occasionally lift or move materials up to 25 lbs.
• Flexible schedule as project timelines may require occasional after-hours or weekend work.

Key Competencies

• Strong attention to detail and aesthetics
• Budget management and cost control awareness
• Vendor and relationship management
• Time management and prioritization
• Teamwork and collaboration
• Initiative and accountability

Qualifications