FF&E Project Coordinator (Interior Design & Architecture)

Job Summary:

We are seeking an FF&E Project Coordinator with a background in Interior Design or Architecture to coordinate FF&E packages for hospitality, luxury residential, commercial, and interior fit out projects. The role involves working closely with interior designers, architects, consultants, project managers, suppliers, and contractors to manage the complete FF&E process from design development through procurement, manufacturing, delivery, and project handover.

The successful candidate should have experience reviewing FF&E schedules, material specifications, shop drawings, finishes, BOQs, and coordinating with international furniture manufacturers to ensure design intent, quality standards, and project timelines are achieved.

Key Responsibilities

Design & FF&E Coordination

• Coordinate FF&E packages throughout the design, procurement, production, and installation stages.

• Review FF&E schedules, specifications, material boards, finish schedules, BOQs, shop drawings, and design documentation.

• Coordinate with interior designers, architects, consultants, and project managers to ensure compliance with project specifications and design intent.

• Resolve discrepancies between drawings, FF&E schedules, specifications, BOQs, and supplier proposals.

• Support design development by coordinating furniture, fixtures, equipment, materials, finishes, and product selections.

FF&E Procurement Coordination

• Coordinate procurement activities for FF&E packages according to project specifications and approved budgets.

• Obtain quotations, prepare comparison sheets, and support supplier evaluations.

• Coordinate with local and international furniture manufacturers and suppliers regarding pricing, technical compliance, lead times, and production schedules.

• Monitor purchase orders and supplier performance until final delivery.

• Follow up on samples, mockups, material submissions, shop drawings, certifications, and approvals.

Project Coordination

• Maintain FF&E procurement trackers, material submittal logs, project schedules, and progress reports.

• Coordinate with project teams to ensure procurement activities align with construction and fit out milestones.

• Identify procurement risks, design changes, and potential delays that may affect project delivery.

Production & Site Coordination

• Monitor furniture manufacturing progress and supplier production schedules.

• Coordinate factory inspections, quality control reviews, and factory acceptance inspections when required.

• Coordinate shipping, customs clearance, warehouse logistics, site delivery, and installation schedules.

• Support site teams during furniture installation and project handover.

Documentation & Reporting

• Maintain accurate procurement records, purchase orders, supplier correspondence, and technical documentation.

• Prepare weekly and monthly project progress reports.

• Update procurement trackers, cost reports, and material status reports.

• Ensure all FF&E documentation is organized throughout the project lifecycle.

Stakeholder Coordination

• Act as the primary coordination point between interior designers, architects, consultants, procurement teams, project managers, contractors, and furniture suppliers.

• Support the resolution of design, technical, commercial, and procurement issues affecting project delivery.

Qualifications

• Bachelor’s degree in Interior Design, Architecture, Interior Architecture, or Engineering.

• Experience coordinating FF&E packages for interior fit out, hospitality, commercial, or luxury residential projects.

• Strong understanding of interior design documentation, furniture specifications, and architectural drawings.

Experience

• Minimum 3 to 5 years of experience in FF&E project coordination, interior design coordination, or FF&E procurement.

• Experience working with interior design consultancies, architectural firms, fit out contractors, furniture manufacturers, or FF&E suppliers.

• Experience delivering hospitality, hotel, luxury residential, retail, workplace, or commercial interior projects.

• Experience coordinating with international furniture brands and manufacturers.

Technical Skills

• Strong knowledge of FF&E schedules, specifications, BOQs, shop drawings, material schedules, finish schedules, and procurement documentation.

• Understanding of furniture manufacturing processes and custom furniture production.

• Knowledge of interior finishes, materials, furniture systems, and decorative lighting.

• Experience preparing comparison sheets, procurement trackers, and project reports.

• Knowledge of international procurement, logistics, shipping, and supplier coordination.

• Proficiency in Microsoft Excel, Word, and PowerPoint.

• Familiarity with AutoCAD, Bluebeam, or PDF markup software is an advantage.

• Experience working with hospitality furniture, bespoke furniture, and international furniture brands.