Job Summary

The Office Manager & Procurement Coordinator is responsible for overseeing the day-to-day operations of the design studio while managing the administrative and logistical aspects of client furniture, fabric, and product orders.

This role is essential to ensuring the studio operates efficiently, vendor relationships remain robust, and client orders are managed accurately from placement through to final delivery. Working closely with the interior design team, vendors, suppliers, and clients, this individual helps ensure that every order is tracked, communicated, and coordinated in a timely and professional manner.

The ideal candidate is exceptionally organized, detail-oriented, proactive, and comfortable managing multiple orders, deadlines, and relationships in a fast-paced interior design workplace.

Responsibilities

- Oversee the daily operations of the studio, maintaining an organized, efficient, and professional working environment.
- Manage office supplies, equipment, deliveries, maintenance, and general administrative needs.
- Maintain organized digital and physical filing systems, vendor records, and administrative documentation.
- Pricing and building client estimates, communicating with clients regarding ordering processes, estimate changes, and any other questions that arise.




- Place and manage client orders for furniture, fabrics, accessories, and other interior design products as directed by the design team.
- Organize and coordinate client deliveries for furniture, fabrics, accessories, and other ordered products.
- Track purchase orders, deposits, balances, invoices, freight charges, and other order-related expenses.
- Assist with reconciling vendor invoices against purchase orders and order confirmations.
- Monitor outstanding payments and coordinate with the bookkeeper or accounting team as needed.

Skills

- 3–5 years of experience in office management, purchasing, procurement, order coordination, or operations.
- Experience in interior design, furniture retail, architecture, procurement, or a related industry is strongly preferred.
- Familiarity with furniture, fabric, and home furnishings vendors is an asset.
- Strong organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office and QuickBooks Online.
- Ability to manage multiple orders and deadlines while maintaining accurate records.
- A proactive, professional, and solutions-oriented approach to problem-solving.

Benefits:

- On-site parking

Work Location: In person

📌 Office Manager & Procurement Coordinator (Calgary)
🏢 Martine Ast Interiors
📍 Calgary