JOB DESCRIPTION FF&E AND MATERIAL SPECIALIST
Role Overview
As an FF&E and Material Specialist you will be responsible for leading and coordinating all Furniture Fixtures & Equipment (FF&E) materials selection and procurement coordination services activities across multiple projects. Working closely with Lead Designers you will ensure that all furniture finishes fabrics lighting accessories and materials align with the approved design intent project budgets timelines and client expectations.
The role requires a strong understanding of interior design principles styling and accessories coordination to ensure cohesive and aesthetically balanced spaces. You will support the design process by developing detailed FF&E and material specifications maintaining the materials library and creating project material sample boxes and presentation packages in coordination with Lead Designers.
In addition you will lead and continuously develop the Procurement Department establishing efficient procurement processes and maintaining strong relationships with suppliers and vendors. You will oversee supplier and clients agreements and contracts negotiate monitor budgets and deliveries and ensure timely procurement coordination to support the successful execution of all projects while maintaining the highest standards of quality and design excellence .
Main Scope of Responsibilities:
FF&E Design
Lead the selection specification and coordination of furniture fixtures and equipment to deliver exceptional design solutions
Material Specialist
Source and specify high-quality materials finishes fabrics and surface treatments that enhance both aesthetics and functionality
Vendor & Supplier Management
Manage supplier relationships procurement activities and delivery processes to ensure quality cost efficiency and timely project execution
Accessorizing & Styling
Curate style and install accessories artwork and decorative elements to elevate the overall design experience and bring spaces to life
FF&E Design:
Design FF&E Development & Specification
Develop FF&E schedules and specifications in coordination with Lead Designers
Prepare selections based on approved designs (3D Visuals) and project budget and timelines
Ensure all FF&E selections align with the approved design intent and client requirements
Review and update FF&E specifications throughout the project lifecycle to reflect design revisions and client approvals if required
Present FF&E Selection to client in coordination with Lead Designer- when required
Product sourcing & selection
Research and source suitable furniture lighting fabrics finishes and accessories from approved suppliers and manufacturers
Ensure all selected products meet quality standards project requirements and lead-time expectations
Maintain strong knowledge of international local and custom furniture and accessories brands and manufacturers
Monitor industry trends new product launches and innovative design solutions to support project development
Register proposed project FF&E with suppliers and vendors as required
Material Specifications:
Material Selection & Specification
Develop material schedules and material specifications in coordination with Lead Designers
Select and coordinate finishes and materials based on approved designs (3D Visuals) project budgets and timelines
Ensure all material selections align with the approved design intent and client requirements
Monitor material availability lead times and budget implications during the selection process
Research and source innovative materials and finishes that support the studios design vision
Material Sourcing & Supplier Coordination
Source and coordinate material samples with suppliers and manufacturers and create sample box for project
Register proposed project materials with suppliers and vendors as required
Maintain strong knowledge of local international and custom material suppliers and manufacturers
Stay updated on industry trends new material launches and sustainable material solutions
Sample Room & Material Library Management
Maintain and continuously update the studio Sample Room with new materials finishes fabrics catalogs and samples
Ensure all samples catalogs and material records are organized accurate and readily accessible
Material Presentations & Client Support
Prepare and organize project material sample boxes for presentations approvals and project execution
Support client presentations and material review meetings when required
Assist Lead Designers in presenting material concepts options and recommendations to clients
Vendors & Suppliers:
Supplier Relationship Management
Build and maintain strong relationships with local international and custom manufacturers suppliers and vendors
Develop long-term supplier partnerships that support the studios procurement development and design objectives
Act as the primary point of contact between the company and suppliers/vendors regarding product samples sourcing coordination specifications pricing and availability
Coordinate with suppliers to ensure product availability and timely support throughout project execution
Vendor Registration & Commercial Management
Register projects with vendors and suppliers to secure project pricing trade discounts and supplier support
Obtain quotations and compare supplier proposals to ensure value quality and compliance with project requirements
Negotiate pricing payment terms lead times warranties and commercial agreements
Maintain accurate supplier records contacts catalogs and commercial information
Supplier Sourcing & Market Research
Source and evaluate new suppliers products and materials to support project requirements and business growth
Stay informed about supplier offerings new product launches and market developments
Research and identify innovative products materials and sourcing opportunities that enhance project delivery and design quality
Attend events and showrooms openings
Accessorizing & Styling
Accessory Selection & Design Development
Develop accessory and styling proposals in coordination with Lead Designers
Select and coordinate artwork decorative accessories soft furnishings rugs decorative lighting and styling elements based on the approved design concept
Ensure all accessories and styling selections align with the project vision budget and client requirements
Review and update accessory selections throughout the design revisions and client approvals
Accessory Sourcing & Coordination
Source and recommend suitable accessories from local and international suppliers and manufacturers
Coordinate accessory selections and requirements with suppliers and vendors
Prepare accessory schedules and specifications for project implementation and procurement
Ensure all selected accessories meet quality standards project requirements and delivery timelines
Coordinate final accessory requirements to ensure successful project installation and styling completion
Client Presentation & Styling Support
Support client presentations by presenting styling concepts accessory selections and alternatives when required
Demonstrate strong knowledge of styling principles decorative accessories artwork and current interior design trends
Do styling on site in coordination with Lead Designer (if required)
Market Research & Industry Knowledge
Research and source unique and innovative styling products to enhance project aesthetics
Stay updated on styling trends decorative accessories artwork and emerging interior design concepts
Technical skills & Requirements
Strong knowledge of FF&E specifications furniture lighting materials finishes accessories and styling elements
Strong understanding of interior design principles materials and space aesthetics
Experience in preparing FF&E schedules material schedules and project specifications
Knowledge of procurement processes supplier management and project coordination
Ability to prepare cost comparisons analyze quotations and monitor project budgets
Strong understanding of product sourcing lead times and supply chain coordination
Strong documentation and record management skills
Ability to review technical product information material specifications and supplier documentation
Travel Flexibility:
Willingness to travel locally and internationally when required for supplier meetings sourcing activities factory visits exhibitions and project requirements
Flexibility to attend client meetings site visits supplier presentations and industry events outside standard working hours when necessary
Driving License & Vehicle:
Valid UAE Driving License is mandatory
Must have access to a personal vehicle for supplier visits material sourcing project meetings and site coordination activities
Key Expectations:
Demonstrate strong attention to detail in FF&E selections material specifications and project documentation
Maintain high design standards while ensuring alignment with project budgets and timelines
Build and maintain strong relationships with suppliers manufacturers and industry partners
Identify sourcing opportunities and cost-effective alternatives when required
Manage multiple projects effectively while meeting deadlines and project objectives
Maintain accurate records schedules trackers and procurement documentation
Communicate professionally with designers suppliers clients and internal team
Support the continuous improvement of procurement sourcing and FF&E processes
Ensure the Sample Room is organized updated and properly maintained at all times.
Maintain accurate material schedules supplier records and product databases
Ensure all FF&E material supplier and procurement information is properly recorded tracked and updated
Take ownership of FF&E Design Material Management Vendor Coordination and Accessorizing activities across multiple projects
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