FF&E Procurement Coordinator (Lead)
Location: London (Hybrid – 3 days per week in the office)
Salary: £33,000 – £37,000 per annum DOE
Contract: Full-time, Permanent
Start Date: January 2026
About Us
Rio London is an international interior architecture and design studio based in London, specialising in the design, procurement, and delivery of high-end luxury apartments, villas and homes across Europe and UK. Our projects blend exceptional design with meticulous attention to detail, and we manage the full process from concept through to installation. Most of our projects operate within the EU and usually span a 6-9 month period.
The Role
We’re seeking an experienced and highly proactive Procurement Coordinator to join our team and help deliver exceptional design projects across the UK & Europe. You’ll manage the full procurement lifecycle, from sourcing and supplier negotiation through to logistics, cost control, and reconciliation, ensuring all FF&E / OS&E items are delivered on time, within budget, and to the highest standard.
You’ll work closely with our designers during the design phase, supporting them with product sourcing, pricing, and identifying suitable alternatives when items are discontinued or out of stock. A strong eye for design and materials is crucial, along with the ability to balance creative intent with commercial and logistical realities. You’ll work closely with our third party logistics partners, ensuring every item is accounted for, and ready for onward delivery and installation. Over the year you will work directly across 8-10 projects, often simultaneously, equating to hundreds of orders and thousands of products. As a procurement lead, you will also help supervise and guide the procurement team on best procurement practices, standard operating procedures, PO & bill management, whilst being confident in dealing with supplier and logistical escalation issues.
Key Responsibilities
* Coordinate FF&E procurement across multiple concurrent luxury apartment and villa projects in the UK and EU.
* Support designers during the design phase by sourcing products, samples, and alternative options that meet the design brief.
* Source, negotiate, and place purchase orders with suppliers, ensuring cost efficiency, quality standards, and all administrative standards are maintained.
* Manage supplier relationships and maintain up-to-date pricing, lead times, and production statuses.
* Work closely with our logistics partners and warehouses to consolidate and schedule deliveries efficiently, managing both inbound and outbound deliveries.
* Track shipments and resolve any delivery or customs issues quickly.
* Maintain accurate procurement schedules and budget trackers, monitoring spend against project allowances.
* Coordinate closely with designers, project managers, and logistics coordinators to ensure products meet specifications and delivery timelines.
* Work with the finance team to reconcile invoices, verify VAT implications, and assist with EU cross-border billing.
* Keep supplier databases, PO logs, and documentation up to date and well-organised.
* Advises the procurement team on best practices and acts as the primary point of escalation for logistics issues, supplier delays, damages.
* Provides supplier evaluations and recommendation reports to management.
* Prepares procurement reports for PMs and project leads.
Skills & Experience
Essential:
* 3–5 years’ experience in procurement or supply chain coordination, within interior design, furniture, or luxury residential projects.
* Experience procuring FF&E & OS&E from multiple UK and EU suppliers.
* Excellent negotiation, communication, and supplier management skills.
* Strong organisational and time management skills, able to handle multiple projects simultaneously with meticulous attention to detail.
* Strong PO and Bill management skills.
* Deadline focused and goal orientated.
* Experience working within tight budgets, cost reporting, and value engineering and risk management.
* Experience working closely with logistics, warehousing and installation partners.
* Experience in establishing procurement SOPs, templates, and procedures.
* High proficiency in Google G-Suite, particularly Google Sheets and experience using procurement management software.
* A good eye for design, materials, and finishes, with the ability to suggest suitable product alternatives.
* Clear communicator; fluent in English, both written and verbal, and fluency in French, Spanish or Italian would be a great advantage.
Desirable:
* Procurement qualification (e.g. CIPS Level 3 or above) or relevant degree.
* Good understanding of EU VAT, customs, EORI, and delivery routes
* A full UK drivers license