Glenna Stone Interiors Procurement Specialist Philadelphia, PA · Full time Company website

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Glenna Stone Interiors is known for creating environments that are a unique celebration of beauty, function, and lifestyle. Our discerning clients count on us to create spaces that go deep into the imagination. Whether for renovations or new construction, we customize our design services to meet the unique needs of any project, from conception through construction. With access to the best tradespeople, we provide custom solutions, including floor plan and furniture plan development, lighting plans, finish and material selections, millwork and cabinetry design, window treatments, accessories, and other decorative elements. We are our clients’ advocates through each step of the process, partnering with the architect and builder through project completion. With projects from Martha’s Vineyard to San Diego, our interiors embrace and reflect the personalities and goals of our clients.

This role demands a high level of accuracy and attention to detail, as the integrity of order data, the timely resolution of issues, and the timeliness of communication directly impact project deliverables and client timelines. The Procurement Specialist collaborates closely with the design team to ensure projects are moving forward accurately and on schedule. This role also serves as the primary point of contact for vendors and our receiving and delivery team, and takes an active role in vendor relationship and account management.

KEY RESPONSIBILITIES

Ordering and Payment

• Place orders with our vendors, as assigned, confirming accuracy against order details prior to submission.
• Process vendor payments, apply them to the corresponding POs in Studio Designer, and ensure the corresponding vendor invoices are uploaded to the shared drive to match.

Order Management and Expediting

• Manage expediting, which includes regular follow-up with vendors who have outstanding orders: managing correspondence on completion dates, shipping arrangements, and open questions.
• Review and approve acknowledgements for all non-custom orders.
• Hold vendors accountable to quoted lead times.
• Proactively escalate issues to the Senior Designers, including availability changes, extended lead times, and product and pricing discrepancies.
• Maintain Studio Designer with all critical order information throughout the expediting process, including ship dates, tracking numbers, and any relevant notes on the PO, ensuring the design team has accurate and up-to-date visibility at all times.
• Deliver weekly internal status reports to the Senior Designers.

Receiving, Delivery, and Installation

• Oversee the receiving process once items are delivered: ensure that all items are inspected, in good condition, and accurately logged, and that all details are updated in Studio Designer.
• Create product invoices when items have been received and notify the Senior Designers. Ensure balances on all product invoices are zero prior to installation.
• Coordinate delivery logistics with our receiving team and the design team: prepare a detailed list of receiving report numbers on the delivery ticket, confirm delivery date and time, and ensure every detail is ironed out and confirmed with nothing left unresolved.
• Support the design team in installation preparation: prepare the installation list of all receiving reports and confirm all details with our receiving team well in advance, and participate in the installation debrief with Senior Designers.
• Ensure full project close-out in Studio Designer upon delivery completion.

Issue Resolution

• Manage the issue resolution process: coordinate with vendors, our receiving team, and the Office Manager to ensure damaged or incorrect items are addressed promptly, including repair coordination, replacement orders, returns, and vendor reimbursement for any associated costs.
• Maintain clear records of all open issues, tagging in Studio Designer for accurate issue resolution reporting to the design team, and track any financial losses related to issue resolution.
• Maintain the unidentified transactions spreadsheet in collaboration with the Bookkeeper and Office Manager: identify transactions, update records, and ensure corresponding invoices are properly labeled and saved in the shared drive.

Vendor Relationship Management

• Maintain positive, professional relationships with vendors and our receiving and delivery team.
• Manage the annual vendor meeting calendar for the team by scheduling vendor meetings with strategic vendors.
• Optimize vendor pricing structure and maintain a YTD spending database against annual purchasing minimums with key vendors to protect discount tiers.
• Track and manage vendor credits.

Inventory Management and Additional Support

• Manage the GSI’s accessory inventory: open and inspect all items received at the studio, add and remove items as needed, and ensure the physical inventory and Studio Designer Inventory are accurate and current.
• Serve as the go-to support resource for the design team during expediting and installation prep as needed.

QUALIFICATIONS

Education and Experience

• 3 or more years of purchasing, expediting, or procurement coordination experience, preferably in interior design, architecture, or a related industry.
• Bachelor's degree preferred, or equivalent work experience.
• Experience with vendor communication, purchase order management, and accounts payable workflows.

Skills and Abilities

• Proficiency in Studio Designer strongly preferred; experience with comparable project management software required.
• Proficiency in Microsoft Office Suite and Google Workspace; Smartsheet experience a plus.
• Excellent verbal and written communication skills.
• Highly organized with strong attention to detail across simultaneous projects.
• Ability to manage competing priorities and adapt within structured processes.
• Professional and composed in all vendor, client, and internal interactions.
• Valid driver's license and reliable transportation required; this role requires regular travel to vendor locations for pick-up and drop-off of items.

What We Are Looking For

• Proactive: you monitor, flag, and follow up without being asked.
• Accountable: you own your work from placement through close-out.
• Collaborative: you communicate clearly and work well across design, operations, and finance.
• Detail-oriented: you understand that accuracy in this role directly affects the client experience.

Physical Requirements:

• Ability to be on your feet for extended periods and move throughout the studio.
• Capability to lift and carry items up to 25 lbs. (e.g., packages and office/hospitality supplies).
• Manual dexterity for organizing materials, handling mail, or using office equipment.
• Visual and auditory ability to interact with clients, read documents, and communicate effectively in person and via phone/email.

ABOUT GLENNA STONE INTERIORS

Glenna Stone Interiors is a nationally recognized luxury interior design firm based in Chestnut Hill, Philadelphia. Founded by Glenna Stone, whose background spans engineering, interior architecture, and Fortune 500 consulting, GSI delivers full-service, client-centered design experiences across the Main Line, East Coast, and select national markets. Our work is defined by timeless sophistication, thoughtful process, and a team that genuinely cares about excellence at every stage of the journey.

We offer a collaborative, growth-oriented studio environment where every role matters and quality of work is taken seriously. If you are motivated by precision, thrive in a team-driven culture, and want your work to contribute to beautiful outcomes, we would love to hear from you.

Benefits

• Two weeks PTO (increases with tenure)
• Health insurance
• Retirement plan
• 10 paid holidays

EQUAL OPPORTUNITY EMPLOYER

Glenna Stone Interiors is an equal opportunity employer committed to creating a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected classification under applicable federal, state, and local laws.