Procurement Specialist

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. 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. 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. 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. Glenna Stone Interiors is a nationally recognized luxury interior design firm based in Chestnut Hill, Philadelphia.