We're seeking a detail-oriented Procurement Specialist to join our team. This remote role is responsible for managing the order lifecycle from purchase through installation, ensuring every detail is tracked, vendors are held accountable, and the design team has clear visibility into project progress. Candidates may be based anywhere within the U.S.
This position is ideal for someone who enjoys bringing structure to complex projects, values accuracy, and takes pride in creating a seamless procurement experience. The ideal candidate is proactive, highly organized, and comfortable working independently while communicating effectively with designers, vendors, and project partners.
As procurement needs ebb and flow, this role will also provide support to the design team as needed, including assisting with presentations and documentation, reviewing CAD drawings to verify details, and supporting broader studio initiatives.
KEY RESPONSIBILITIES
- Place vendor orders, confirming product details, quantities, pricing, lead times, and shipping requirements.
- Process vendor invoices and payments; track deposits, balances, and purchase order records.
- Monitor orders, production status, shipping, and vendor confirmations; escalate discrepancies and delays.
- Maintain order records, project documentation, and procurement systems.
- Provide procurement updates to the design team.
- Coordinate receiving, delivery, installation readiness, and project closeout.
- Manage vendor issues, including damages, replacements, returns, credits, and reimbursements.
- Maintain vendor relationships and support accountability throughout the project lifecycle.
- Improve procurement workflows, communication, and reporting.
- Support vendor management initiatives and purchasing requirements.
- Leverage AI tools to improve workflows, documentation, communication, and efficiency.
- Oversee shipping coordination via ocean freight, including scheduling, tracking, and delivery timelines.
- 4+ years of purchasing, procurement, expediting, or project coordination experience in the interior design field.
- Experience managing vendor relationships, purchase orders, invoices, and order tracking from start to finish.
- Experience with custom and trade-only products.
- Strong understanding of the interior design procurement process.
- Working knowledge of AutoCAD, InDesign, Studio Designer, Microsoft Office Suite, and Google Workspace.
- The ability to review drawings, verify specifications, and assist with presentations as needed.
- Excellent written and verbal communication skills.
- Highly organized with exceptional attention to detail and the ability to manage multiple projects and deadlines simultaneously.
- Strong problem-solving skills with the ability to proactively identify and resolve issues.
- Comfortable working independently in a remote environment while collaborating closely with a design team.
- Professional, dependable, and solutions-oriented with strong follow-through.
- Experience coordinating ocean freight shipments, including scheduling, carrier coordination, shipment tracking, and delivery timelines is preferred.
- Experience leveraging AI tools (such as Claude or similar platforms) to improve workflow efficiency and procurement operations is preferred.
- Comfortable working in a Windows (PC)-based office environment.
Qualified applicants should submit:
1. Resume and cover letter
2. Three professional references
3. A short video (approximately 3-5 minutes) answering the questions below
- What does excellent procurement support look like in a high-end residential design firm? How do you add value beyond placing orders and tracking shipments?
- Tell us about a time a vendor order went off track (delay, damage, incorrect item, pricing issue). How did you handle it?
- How do you stay organized when managing hundreds of open orders across multiple projects? What systems or tools have you used?
Tantalus is an interior design studio based in Honolulu, nestled in the verdant forest reserve for which we are named. We create engaging and grounded spaces that support the rituals of daily life, focusing on impeccable craftsmanship, natural materials, and objects that tell stories and resonate with their environment. Through a finely honed approach that pairs artfulness with a high level of organization and communication, we act as your partner in cultivating a home that resonates with your own sense of creativity and comfort. We believe that interior design can be life-enhancing, and we strive to create projects that feel livable, thought-provoking, and authentic to their owners.
Being based in Hawai’i, we are constantly inspired by the eclectic mix of cultures, aesthetics, and natural landscapes of the islands we call home. By tapping into local artisanal talent we have created a culture of makers that informs our craft-forward approach. Though our roots are in Hawai’i, we never push an aesthetic or limit ourselves geographically in our work. We bring curiosity and a collaborative spirit to each of our projects, whether it’s a vintage home on Oahu or a contemporary loft on the mainland. We invite clients into the process of creating the place where their lives will unfold, offering our design direction and deep industry expertise throughout to ensure a seamless process with exquisite results.
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