PROCUREMENT ASSISTANT

Position Overview

This role is responsible for assisting procurement activity for the Flourish design team and the retail shop  and for stand-alone procurement services offered to Developers and professionals in the Architecture and Design Community. The person in this role will report to the Operations Manager and work closely with the design team, the Retail Manager and the firm's Controller. This role is customer-facing, frequently acting as the first point of contact at points of the process. In addition, this position works closely with our vendors to develop strong relationships.

KEY RESPONSIBILITIES

Product Pricing & Quote Creation:

• Review quotes created by the design team for accuracy and completeness and add estimates for additional fees associated with purchasing

• For large scale procurement services projects, price complete specification books for approval by specifier

• Upload product images and information to our design and purchasing software; identify and find missing product details important for procurement

• Assist in pricing products including tariffs, surcharges, and freight

• Assist in creating quotes for specialized installation or labor costs

• Work with the Operations Manager to create estimates for shipping, sales tax, allowances and other fees

      Purchasing:

• Work with the Operations Manager to create a purchasing schedule for large design  and procurement projects based on lead times and installation dates

• Work with the Retail Manager to place seasonal inventory orders and assist with custom orders where necessary

• Create  a Master Product Tracker for all projects that include all products to purchase

• Enter approved and paid quotes into the Master Product Tracker for each project

• Place orders with vendors according to the purchasing schedule and check in regularly with Operations Manager to ensure all items are tracking to schedule

• Complete unique vendor forms and other requirements for custom orders

• Purchase or assist  with purchasing all items on approved / paid quotes, according to lead times and anticipated installation dates 

• Create purchase orders using our procurement platform for all orders requiring one

• Communicate with our Financial Controller to submit electronic payments/deposits and follow up to ensure all required balances are paid prior to scheduled shipping date

• Communicate with the project designer if  items are backordered or out of stock and assist with alternative selections 

• Manage Master Product Tracker for all orders - check in regularly with vendors in advance of estimated ship dates to ensure everything is on schedule and anticipate any surprises

      Inventory Documentation & Tracking

• Add all pricing, lead times, sample requests, additional fees and other relevant fees in the project tracking spreadsheet; update weekly

• Track shipping ETAs, checking in with vendors on shipping timelines regularly 

• Maintain detailed records of all transactions, invoices, and product specifications. Meet weekly with  Operations Manager to review outstanding purchasing activity and timelines

• Communicate any expected delays or unanticipated expenses promptly with the Operations Manager, Designer and Client; make arrangements for expediting orders when necessary and possible.

  Receiving, Installation & Claims Management

• Monitor emails and photos  from our Receiver Partner to inspect photos for damage or defects and update status on project tracker; work with Operations Manager to address issues with damaged or defective products.

• Schedule and confirm installation dates with our Receiving Partner; Coordinate any additional installation labor (window treatments, art, etc.) around the same time

• Confirm installation dates with the client two weeks and one week in advance to prevent any cancellation fees and reschedule if/when necessary

• Assist in supervising delivery and installation of furniture at the project site; may include overnight stays and use of company vehicle

• Assist in staging and decor when applicable and necessary

• Compile care instructions package for all items in spec book (including any items added at a later date by client) and share with client/on-site team once furniture has been delivered

• File and manage claims with vendors for damaged product reimbursements in a timely manner, and keep client informed of the status

     Miscellaneous Responsibilities

• Coordinate vendor rep visits with the team for on-going product updates and continuing education

• Open new accounts as requested by the design/shop team, maintain password records when necessary and update spreadsheet whenever changes are made

• Ensure billing addresses, credit cards on file, and VA resale certificates are all up to date with all our vendor accounts, submit updated documentation when requested or necessary for ordering

• Assist the Operations Manager and Financial Controller with reviewing any unmatched credit card charges to assign to appropriate project or category

• Coordinate with shop team about van bookings and schedules/maintain and update Hatch storage inventory document when applicable

• Responsible for Purchasing document control for each project, ensuring  that updated documents are received and filed appropriately. Examples include proposals, contracts, floor plans, furniture plans, quotes, order acknowledgements, etc.

   COMPENSATION

• This is a full-time role located in Richmond Virginia

• $18 - $22 an hour, commensurate with experience

• Medical, Dental and Prescription benefits available

• Paid holiday and vacation time

    REQUIREMENTS

• Extreme attention to and love for detail

• Proficient with Google Suite, specifically Sheets

• Demonstrated organizational skills

• Passionate about creating a good customer experience

• Must be able to be flexible and adjust priorities based on external factors that impact a project

• Comfortable learning and working across multiple platforms

• Must enjoy collaborating and working as a team

• Must take direction and instructions well; must be able to ask questions when uncertain

Please send resumes to hiring@flourishspaces.com

INTERIOR DESIGN ASSISTANT

Position Overview

This role has been created to help us deliver beautiful designs and great client experience by providing support to the designer team with activities across each of the critical design phases of a project.

    Job Duties

• At the start of new projects, assist with all items required by our SOPs for the internal kickoff and client on-boarding

• Attend all client meetings, capture notes and assist with creating and assigning team tasks and deadlines

• Assist in documenting existing conditions for new projects by securing existing blueprints or floorplans or taking/verifying field measurements.

• Provide basic drafting and drawing support using AutoCAD under the direction of designers or project leads

• Create project renderings using  SketchUp and Inscape

• Support the design team in preparing and assembling high-quality client presentations, including digital and physical mood boards, material samples, and digital presentations

• Assist in sourcing specific fixtures, finishes and furniture with direction from designers or project leads

• Coordinate and meet with specialty labor and trades at project sites for estimates and execution of work

•  Assist with  the creation of purchasing quotes, ensuring dimensions, materials and critical ordering details are accurate and complete and review with senior designer

• Assist in the administration of projects, including producing FF&E schedules and budget sheets

• Ensure all projects folders are complete with requisite information, organized and adhering to proper document control procedures

• Oversee the maintenance of the materials library, including organizing and cataloging samples, ensuring all items are properly filed, up to date, and in excellent condition 

   Skills & Requirements

The ideal candidate should have a passion for interior design and a willingness to learn and participate in all aspects of a project from client consultation to the final installation.

    Candidates must meet the following qualifications:

• Degree in Interior Design 

• Proficient in AutoCAD, and SketchUp; familiarity with Google Suite is a plus

• Self-starter, takes initiative and strong problem solving skills

• Strong attention to detail regarding design, communication and project execution

• Ability to manage deadlines and schedules on multiple concurrent projects, while producing high quality, accurate work

• Effective and efficient verbal and written communication skills

• Ability to effectively prioritize and demonstrate time management skills

• Strong organization skills

• Must be able to work effectively and efficiently with a team and individually

   Compensation 

• This is a full-time role located in Richmond Virginia

• $18 - $22 an hour, commensurate with experience

• Medical, Dental and Prescription benefits available

• Paid holiday and vacation time

Please send resumes to hiring@flourishspaces.com

RETAIL MANAGER

Position Overview

This role will oversee the day-to-day operations of the retail business (The Shop), ensuring an exceptional customer experience. In addition, the individual will serve as a key member of the firm’s leadership team, helping coordinate operations and support the strategic direction across our three distinct but complementary lines of business. The role will also provide training and ongoing coaching to the Retail Concierge Design team to ensure a consistently elevated client and design experience.

     Operations

• Process Creation + Improvement - Create, document and refine standard operating procedures to improve the customer experience, and the employee experience while maximizing profitability

• Business Development - Build and manage a system to track and manage customer prospects, active quotes, and inquiries 

• Staffing - Create and manage the staff calendar and assist with hiring of staff.

• Work with owner on purchasing strategy

• Act as the point person for POS issues among the staff, vendor and bookkeeper

• Ensure showroom reflects the Flourish brand, tidy and free of maintenance issues

• Support sales staff during high traffic times or as needed working the showroom floor

     Management

• Participate in weekly leadership team meetings with firm owner, controller, marketing, and operations to discuss strategy and priority across lines of business

• Manage sales team members to ensure processes and practices are followed consistently and interactions are consistent with Flourish values

• Plan and run sales team meetings

• Review and submit time for employee pay

• Coordinating and directing Design Installation Specialist for customer deliveries and to stage and reset The Shop

• Schedule new product training sessions and continuing education opportunities for the staff 

Customer Experience

• Ensure that custom quotes are thorough and accurate, and sent and followed up on in a timely manner

• Find creative ways to stay engaged with loyal customers

• Follow up on customer concerns and find creative ways to transform a negative experience into positive one

• Develop relationships with vendors to be able to to trouble shoot with them when problems arise with custom orders

• Develop familiarity with regular clientele to know their preferences and interests

    Marketing

• Merchandise the store (quarterly resets of vignettes and weekly refreshes for smaller items)

• Work closely with the Creative Content and Community Engagement Specialist to cultivate promotions, partnerships, programming and in-store events.

• Work closely with the Creative Content and Community Engagement Specialist on social media and cross promotion with the interior design business

     Administration

• Run weekly, monthly and quarterly sales reports. Analyze for trends and review with the owner.

• Set up all systems for new employees

• Manage contracts and accounts associated with the maintenance and upkeep of The Shop

     REQUIREMENTS

• 3 -5 years of retail management experience

• Hours: Full-time, 4 weekday (flexible) and Saturdays 9:30AM-5:30PM 

• Experience with Shopify

• Experience with Inventory Management

• Self-Starter: Generate and initiate ideas to help us continuously improve and grow

• Must be able to work with low direction

• Multitasker: Able to juggle multiple activities at once 

• Detail-Oriented: Must have an eye for and focus on detail 

• Problem-Solver: must be able to use available resources to creatively address challenges when they arise and prevent future issues

• Flexible: Must be willing to try new ways of doing things and adapt to rapidly changing priorities

• Proficiency with google sheets or excel

• Strong Communicator: proactively communicate to members of the team, clients, and vendors with issues and updates

• Previous experience in the home decor retail space a plus but not required; enthusiasm for interior design preferred

    COMPENSATION

 This is a salaried position offering:

• Base Salary commensurate with experience

• Spot bonus opportunities

• Medical Benefits

• Access to trade discounts after 6 months of employment

• Access to continuing education opportunities

• 20 PTO days (to be scheduled on mutually agreeable dates)

• Minimum 5 paid holidays when store is closed includes New Year’s Day, Fourth of July, Labor Day, Thanksgiving Day, Christmas Day

Please send resumes to hiring@flourishspaces.com

Design Associate

Retail Concierge Design Services

Position Overview

This role has been created to support a newly created service in our Retail Shop to help us deliver a tailored experience to our clients with custom design needs. Using a consultative approach, this role provides guidance and expertise through in-store shopping experiences, in-home consultations and boutique design consultation packages.

As part of our Concierge Design Services team, Design Associates take a relationship-driven approach, serving as trusted advisors to retail clients. You will guide clients through a variety of activities including product selection, space planning, color consultations, custom orders and comprehensive room designs.

Job Duties

• Deliver a warm, high-touch experience for walk-ins and appointments

• Conduct needs discovery and guide clients toward products aligned with their style, space, timeline, and budget

• Provide light design guidance, including styling recommendations and “complete-the-look” suggestions

• Build accurate quotes and draft orders, clearly communicating specifications, lead times, and delivery expectations

• Drive revenue through disciplined follow-up, proactive outreach, and consistent clienteling

• Client Consultation & Design: Conduct one-on-one consultations in the Gallery to understand client needs and develop comprehensive, high-end residential design plans.

• Space Planning & Rendering: Create furniture plans using AutoCAD,

• Product Expertise: Possess deep knowledge of the lines available to the concierge team through our full service design team for lighting, textiles, and decor 

• Assist with creation of pricing and estimates for labor / trades people, when needed

• Create all purchasing quotes and review with retail manager or procurement assistant for completion and accuracy, ensuring dimensions, materials and critical ordering details are accurate and complete

     Skills & Requirements

• Proficient with AutoCAD, develop proficiency in Design Files, Google Sheets and Shopify

• Develop a working knowledge of the firm’s preferred furniture, fixture and décor lines

• Detail oriented.

• Proactive communication skills.

• Must be able to problem-solve.

• A passion for creating a great client experience that is authentic and caring.

• Comfortable coordinating with other functions and team members in the firm

• Planning, follow-up, and working towards deadlines effectively.

• This is a 10-5 role M-F with one day off and some Saturday work (10 - 4)        

     COMPENSATION

• Full-time role located in Richmond Virginia

• $20 - $23 an hour, commensurate with experience; bonus potential

• Medical, Dental and Prescription benefits available

• Paid holiday and vacation time

• Opportunity for promotion to the full-service design team

 Please send resumes to hiring@flourishspaces.com