Purchasing Coordinator

PURCHASING COORDINATOR / DESIGN ASSISTANT

Location: Carmel, IN / Hybrid Work, Job type: Part Time 10-20hr/week, Experience Level: 1-5 years

Theory Interior Design is a boutique full-service interior design firm focused on exclusive residential and commercial design. Theory is based in Carmel, Indiana and works on projects across the Midwest.

Role Overview

We are seeking a highly organized and detail-oriented Part-time Purchasing Coordinator to join our design team. You will be the vital link between our creative vision and the physical execution of our projects. This role manages the entire procurement lifecycle—from sourcing and order placement to tracking logistics and final installation. Your goal is to ensure that all Furniture, Fixtures, and Equipment (FF&E) arrive on time, within budget, and in perfect condition.

Applicants should reside in Indianapolis or surrounding suburbs to help support with in-person meetings, site visits and showroom visits. The role is based on 10-20 hours per week with flexible scheduling including both virtually or in-person work.

Responsibilities

· Procurement & Order Management: Generate and process purchase orders (POs) for furniture, lighting, textiles, and custom items. Ensure all orders align with design specifications and client budgets.

· Vendor Relations: Act as the primary point of contact for showrooms, vendors, and manufacturers. Maintain an updated database of trade accounts and lead times.

· Logistics & Tracking: Proactively monitor order status, manage production timelines, and resolve shipping delays. Coordinate with warehouses and freight companies for receiving and inspections.

· Financial Coordination: Reconcile vendor invoices, track deposits, and ensure accurate project billing and sales tax compliance.

· Quality Control: Manage claims for damaged items, coordinate repairs, and facilitate returns or replacements to keep project schedules on track.

· Installation Support: Organize white-glove delivery services and assist on-site during project installations to ensure every piece is placed correctly.

· Research and sourcing: Order samples for material product knowledge and presentation and manage materials library.

Essential Skills and Qualifications

· Exceptional professional verbal and written communication for negotiating with vendors and updating clients.

· Proficient in Microsoft Office Suite (One Drive, Teams, PowerPoint, Excel, etc.)

· Experience in industry software such as Programa, Studio Designer, or Design Files.

· An "eagle eye" attention to detail for reviewing specs, finish samples, and complex shipping documents.

· Ability to stay calm under pressure and find creative solutions for lead-time issues or backordered items.

Why Join Us?

· Flexibility: We offer a consistent part-time schedule that respects your work-life balance.

· Impact: You will be the backbone of our project execution; your work directly results in successful project reveals.

· Hourly Rate: $25.00 – $40.00 per hour, depending on experience.

· Growth: Potential for the role to evolve in hours or responsibility as the firm grows.

If you are interested in discussing further, please feel free to contact Ashley Bedwell at [email protected]