Acquisitions Administrative Coordinator

-Job mission:
To coordinate and support purchasing activities within the Design Services department to ensure timely execution of data entry and data management.

-General description:
To be successful in this role, the applicant must be well-organized, possess excellent communication skills, and preferably have a background in administration and/or purchasing. The Acquisitions Coordinator will be responsible for executing various tasks to ensure that the goods and products needed for projects are tracked accurately and documented properly. Additionally, the Acquisitions Coordinator will be responsible for promptly notifying team members of any issues and efficiently resolving problems as they arise.

-Duties and Responsibilities:
- Monitor and track the status of orders from order placement to delivery, ensuring timely and accurate updates in purchasing management software (Studio Designer).
- Maintain accurate records in our systems and update information as needed, including order details, shipping information, and delivery statuses.
- Maintain organized documentation related to logistics activities, including bills of lading and packing slips and upload to Studio Designer.
- Coordinate with carriers to schedule pickups and deliveries, ensuring alignment with delivery deadlines.
- Coordinate and track shipments from Mexican vendors, ensuring the goods are received and delivered in good condition.
- Contact vendors to ensure final invoices have been paid and freight invoices have been created.
- Serve as the point of contact for communication between our acquisitions team and project managers regarding order statuses.
- Assist with taking photos of all items that are received during weekly deliveries.
- Support the design team with item creation and pricing as needed.
- Assist with product movement logistics / receiving goods at residences when needed.
- Track personal time and associated data entry tasks.
- Track personal time and associated data entry tasks.

-Required Skills and Qualifications:
- Advanced proficiency in English
- 1-2 Years Experience in Administration and / or Purchasing
- Proficiency in Microsoft Office, particularly Microsoft Excel and Microsoft Word
- Ability to build and maintain relationships with vendors
- Well-organized and high attention to detail
- Ability to effectively manage time to meet deadlines and team expectations
- Ability to work independently

-Preferred Qualifications and Skills:
- Proficiency in Studio Designer, or other comparable purchasing management software
- Excellent interpersonal skills and communication skills