Procurement & Operations Assistant

Location: New York, NY
Company: SmartDesign
Reports To: Procurement & Operations Manager
Type: Full-Time | Remote

Overview
SmartDesign — an integrated design-build firm specializing in architecture, interiors, and construction — is seeking a Procurement & Operations Assistant to support the company’s purchasing and operational functions. This role is ideal for someone who is organized, detail-oriented, and thrives in a fast-paced environment. The position works closely with the Procurement & Operations Manager to ensure materials, equipment, and vendor communications are handled efficiently and accurately.

Key Responsibilities
1. Procurement Support
Assist in sourcing materials, finishes, and equipment for active projects.

Request and compare quotes from vendors, suppliers, and subcontractors.

Create and process Purchase Orders (POs) accurately and track them through completion.

Maintain detailed records of vendor pricing, lead times, and order confirmations.

Coordinate with the design and construction teams to ensure procurement aligns with project timelines.

2. Vendor Communication & Follow-Up
Communicate directly with vendors to confirm pricing, delivery dates, and order status.

Proactively follow up on pending or delayed orders to prevent schedule impacts.

Build and maintain strong working relationships with key suppliers.

Update internal teams on material availability and shipping updates.

3. Reporting & Organization
Assist in compiling weekly procurement reports, tracking orders, payments, and delivery status.

Maintain and organize the vendor database with up-to-date contact and product information.

Help track project budgets related to purchasing, ensuring cost accuracy in reports.

Support the operations manager with inventory tracking and reconciliation of received goods.

4. Administrative & Operations Support
Prepare and format vendor quotes, invoices, and PO logs for management review.

Support internal coordination between design, construction, and accounting teams.

Assist with scheduling deliveries, coordinating returns, and resolving discrepancies.

Handle general administrative duties related to purchasing and operations, including document filing and digital record maintenance.

Qualifications
5+ years of experience in purchasing, procurement, or operations, preferably within construction, architecture, or design industries.

Strong organizational skills with attention to detail and follow-through.

Proficient in Quickbooks, Google Workspace (Sheets, Docs, Drive) and project management tools is a plus.

Strong communication and professional email etiquette.

Ability to manage multiple tasks with shifting priorities in a fast-paced environment.

Proactive and dependable team player.

Key Attributes
Highly organized with strong attention to detail.

Effective communicator with vendors and internal teams.

Reliable, consistent, and solutions-oriented.

Takes ownership of tasks and follows through to completion.

Curious and eager to learn about materials, vendors, and industry operations.