FF&E Librarian

Position Description
The FF&E Librarian (or Material Special list & FF&E Coordinator) plays a pivotal hybrid role, working collaboratively with design teams to manage the studio’s material resource library while supporting the development of Furniture, Fixtures, and Equipment (FF&E) packages. This role involves overseeing and organizing the material library, researching and sourcing FF&E items, preparing presentations, and coordinating closely with suppliers. Additionally, the role includes participating in client-facing meetings and ensuring all material resources align with project visions, budgets, and timelines.

Qualifications

• Bachelor of Interior Design or Decorating
• Minimum 2-4 years of experience in the design industry, with a focus on FF&E

Knowledge, Skills and Abilities

• Design & Styling Flair: Ability to select FF&E items and create/provide detailed design specifications with a strong sense of styling.
• Material Expertise: Proactive in sourcing, exploring, and understanding the practical use of various materials and finishes.
• Organizational Skills: Strong ability to organize, categorize, and maintain the material library and vendor databases efficiently.
• Communication: Excellent written and spoken English, with strong interpersonal skills for client-facing and vendor coordination.
• Tech-Savvy: Proficient in Google Workspace and comfortable learning new digital tools.
• Future-Ready (AI): Capability to utilize AI tools, including Large Language Models (LLMs) and Generative AI, with a willingness to integrate new technologies into design workflows.
• Professional Soft Skills: Proven team player with strong time management skills and adaptability.

Responsibilities

1. Material Library Management

• Organize & Maintain: Categorize and manage all physical material samples (wood, stone, fabrics, carpets, catalogs, etc.) ensuring the library is orderly and easily accessible for designers.
• Inventory Updates: Keep the library current by sourcing new collections and systematically removing discontinued items to avoid specification errors.
• Space Management: Oversee the library layout, ensuring it is a functional and inspiring workspace for teams to build material boards.

2. Vendor & Supplier Coordination

• Product Presentations: Schedule and coordinate routine vendor visits and presentations to update the design team on new products, innovations, and sustainable materials.
• Sample Sourcing: Act as the main point of contact to request material samples, shop drawings, or catalogs required for ongoing projects.
• Initial Verification: Inquire about basic pricing, stock availability, and lead times with suppliers.

3. Design Team Support & Sourcing

• Material Sourcing: Assist interior designers and architects in sourcing materials or furniture that fit specific project concepts, budgets, and technical requirements.
• Material Board Preparation: Help gather and curate physical samples for client presentations and mood boards.
• Technical Assistance: Provide basic guidance on material specifications and performance (e.g., fire ratings, durability, slip resistance).

4. Database & Administration

• Vendor Database: Maintain an up-to-date and organized digital contact list of suppliers, manufacturers, and contractors.
• Digital Library Management: (If applicable) Help organize digital assets such as e-catalogs, 3D material textures, and digital reference images on the company server.

5. Client-Facing & Project Coordination (Hybrid/Specialized Skill)

• Client Meetings: Accompany design teams to client presentations to explain material selections, finishes, and specific characteristics of the chosen FF&E.
• Site & Showroom Visits: Visit local showrooms, supplier factories, or project sites to verify material quality, color matching, and production progress.

6. Quality Management

• Ensure that the Quality Management System is implemented and maintained, and evaluate where continual improvement can be made

7. Technology & AI Integration

• Utilize approved AI tools to assist with
• Product and material research and selection
• Design inspiration and concept development
• Documentation and specification generation
• Supplier research and communication
• Budget tracking and optimization