Sara Slade Interior Design
Procurement and Project Administrator
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Reports to
Studio Manager, with project priorities agreed with the Project Manager and Sara.
Contract
Temporary support initially; duration and employment arrangements to be confirmed.
Hours
Full-time, three-month fixed-term contract, with the potential to become permanent.
Salary or rate
To be confirmed.
Start date
Immediate start required.
About our studio
We are an interior design studio delivering residential projects from concept and technical design through to procurement, installation and styling. We care about quality, craftsmanship and giving our clients a well-managed service.
The role
We are looking for an experienced administrator to take ownership of order tracking and delivery coordination. You will keep accurate records, follow up with suppliers and flag issues early so that the team can plan installations with reliable information. You will work closely with our Studio Manager, Project Manager and designers.
Key responsibilities
- Establish and maintain an accurate record of outstanding orders by project, including supplier, approved specification, order reference, payment status, lead time and delivery arrangements.
- Check supplier acknowledgements against approved orders, including quantities, finishes, dimensions and delivery addresses. Refer discrepancies to the designer before an order proceeds.
- Chase order confirmations, production updates and dispatch dates. Record confirmed dates separately from estimates and flag items at risk of delaying installation.
- Coordinate deliveries with suppliers, the project team and the nominated recipient. Confirm access, site readiness, receiving arrangements and any agreed storage.
- Confirm receipt with the person accepting each delivery. Track missing, incorrect or damaged items, retain supporting photographs and follow up on replacements, returns and credits.
- Keep Monday.com and the project folders up to date, with acknowledgements, invoices, delivery notes and relevant correspondence easy to find.
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Payment administration and project updates
- Track supplier deposits and balances, check invoices against approved orders and flag payments needed to release goods.
- Organise receipts and expense records for the Studio Manager and accountants. Maintain a list of outstanding client invoices and send agreed reminders when authorised.
- Provide a concise weekly update on outstanding orders, upcoming deliveries, payment dependencies and decisions needed. Escalate urgent issues as they arise.
- Document the order and delivery processes so that records can be handed over clearly and work can be covered during absence.
Experience and skills
- Experience managing orders, supplier follow-up and delivery administration, ideally within an interiors, furniture, construction or comparable project business.
- Accuracy when checking product details, quantities, invoices and delivery information.
- Confidence using project software, spreadsheets, email and shared document folders. Experience of Monday.com, Houzz Pro, Google Drive or Xero would be helpful.
- Clear, professional communication and the confidence to follow up persistently with suppliers.
- Ability to organise competing deadlines, maintain reliable records and raise problems with a clear explanation of the next action needed.
- Discretion when handling client information and commercial pricing.
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Authority and working relationships
- You will manage tracking and routine follow-up independently within agreed procedures. Purchases, substitutions, additional costs, payments and changes to client commitments require the appropriate approval. Design queries go to the responsible designer; site and programme issues go to the Project Manager. This role supports project delivery and does not carry responsibility for managing trades or the overall project programme.
What success looks like
- The team can see what is outstanding on each project, when goods are expected and what needs a decision. Deliveries have a confirmed recipient and practical arrangements. Delays, discrepancies and payment dependencies are flagged early, and unresolved issues have a named owner and next action.
How to apply
Please send your CV and a short introduction explaining your relevant order and delivery experience to studio@saraslade.co.uk. Include your availability, preferred working hours and salary or rate expectations.
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