Interior Design Assistant/Procurement Specialist

Dahlin Group Architecture Planning Dahlin Group Architecture Planning Employer:
Pleasanton, CA, USLocation:
Mon, Sep 13 '21Posted on:

DAHLIN is a growing architecture and planning firm of 150+ multi-cultural professionals with offices in California and Washington. We offer more than 40 years of experience building communities where we live and work, driven by the vision of creating places that promote human fulfillment and well-being. This same Passion for Place starts with our own working environment--a positive community where people thrive. Please visit our website for more information.

We are currently seeking an INTERIOR DESIGN ASSISTANT/PROCUREMENT SPECIALIST to join our PLEASANTON, CA office. Under minimal supervision, this individual is responsible for the administrative support of Interior Design projects and procurement needs, proactively anticipating and ensuring fulfillment of tasks and deadlines. This individual will provide administrative support to senior leaders, project teams and staff as needed, as well as support overall administrative operations by collaborating with other administrative staff across the firm, contributing to a positive and productive work environment.


  • Work closely with Principal Designer on all logistical aspects of projects, mainly –Vendor Coordination – Request samples, product information, lead times and quotes.
  • Responsible for reviewing vendor quotes for correct lead times, pricing, delivery, and freight costs.
  • Furnishings Procurement – Responsible for purchasing furnishings and materials as specified by the Principal Designer.
  • Prepare purchase orders, process, review and expedite all orders through completion; schedule final inspections of completed items, and coordinate delivery.
  • Tracking/Scheduling – Prepare and maintain detailed budget spreadsheet for all furnishings and materials that are being purchased for each project and update with order progress and tracking.
  • Project Reconciliation/Accounting – On monthly basis, reconcile all purchasing for projects and update clients with status of ordering and invoicing showing application of funds.
  • Coordinate closely with accounting during purchasing process – receipt or transfer of funds, PO deposits and final vendor payments; credits/refunds for cancelled orders, returns and exchanges, etc.
  • Receiving & Storage – Work with receiving and storage facilities, freight and delivery companies for domestic and international shipments; resolve freight claims, and coordinate delivery to respective locations.
  • Installation – In collaboration with Principal Designer, schedule and organize installation of projects both on-site and at storage facility to confirm items tagged correctly for final install.
  • Assist Principals and Project Managers with preparing and tracking project schedules, budgets, and billing.
  • Prepare, track, edit and execute complex documents, proposals, presentations, spreadsheets and expense report reimbursements in a timely manner with attention to detail and accuracy
  • Attend meetings and prepare draft meeting minutes for PM approval.
  • Coordinate project documents for reproduction & distribution.
  • Assist in project set-up and tracking revenue in project tracking software (Ajera).
  • Coordinate and schedule travel arrangements, events and meetings.


  • Professional demeanor, service oriented with a friendly, flexible and positive attitude.
  • Advanced skills in Microsoft Office (MS Outlook, Word, Excel, PowerPoint).
  • Proven punctuality and reliable attendance.
  • Excellent written and verbal communication skills required
  • Excellent leadership and interpersonal skills, including the ability to establish and maintain effective working relationships with others and communicate effectively with individuals at all levels.
  • Strong organizational skills and attention to detail; ability to manage a task from start to finish.
  • Initiative in communications and problem solving.
  • Sound work ethics and the highest level of integrity; ability to handle highly confidential matters with discretion.
  • Knowledge of contract management preferred.


  • B.A. degree and 5 or more years relevant experience, or equivalent combination of education and work experience.
  • Prior experience supporting executives of a mid to large sized company.
  • Work in a creative or professional services environment supporting multiple leaders.
  • Experience working with an Architecture or Engineering firm a plus.
  • Must be legally authorized to work for any employer in the United States without any restrictions or visa sponsorship.

We offer a competitive compensation package based on experience and qualifications. Excellent benefits include medical, dental, and vision coverage. We also offer the opportunity to participate in a pre-tax Flexible Spending plan, Employee Stock Ownership Plan, and 401k.

How to Apply:
Qualified candidates are invited to apply online at

One last note...
Real people review every application, so we regret that due to the large volume of inquiries, we are unable to accept phone calls regarding the status of applications. We'll be sure to contact you if we need more information. Apply now!

Non-local candidates will be considered. However, DAHLIN may or may not offer relocation benefits depending on business needs. Applicants must be legally authorized to work in the United States for any employer. Sponsorship for an employment visa, now or in the future, is not available for this position.
We do not accept resumes from recruiters, placement agencies, or other staffing vendors who have not signed an agreement with us. Unsolicited resumes will be ineligible for referral fees.
DAHLIN is an Equal Opportunity Employer and participates in E-Verify.


Back to Job List...

  • ×Search in: