Accounting & Purchasing Specialist | Interior Design Firm

Accounting & Purchasing Specialist | Interior Design Firm

Location:

Remote, United States – East Coast of the United States | Eastern Time Zone Preferred Industry Sector Focus:
Luxury Residential Interior Design Do you enjoy managing behind-the-scenes details, building strong vendor relationships, and ensuring projects run smoothly from purchasing through final reconciliation? Our client, an established interior design firm, is seeking an experienced Accounting & Purchasing Specialist to support its accounting, procurement, purchasing, and vendor management operations. This position plays an essential role in maintaining financial accuracy, coordinating purchasing activities, managing vendor relationships, and supporting the successful execution of interior design projects.

The ideal candidate brings a strong background in the interior design industry, preferably within luxury residential design, with extensive knowledge of industry-specific pricing structures, purchasing processes, and financial workflows. This individual must be highly proficient in Quick Books, comfortable managing multiple projects and priorities, and confident communicating directly with clients, vendors, and internal team members. This is a remote opportunity for a self-motivated professional who thrives on detail, takes ownership of their responsibilities, and understands the importance of accuracy, organization, and exceptional service.

• Manage day-to-day accounting activities, including accounts payable, accounts receivable, invoicing, payment processing, and financial reconciliations.
• Utilize Quick Books to maintain accurate financial records, track project-related expenses, process transactions, and support financial reporting.
• Monitor project budgets, purchasing expenditures, vendor payments, and client billing to ensure financial accuracy.
• Reconcile vendor invoices, purchase orders, client deposits, and payments, identifying and resolving discrepancies.
• Support month-end accounting activities and maintain organized financial documentation.

• Manage the purchasing process for furniture, fixtures, equipment, materials, and other interior design products, from approved proposals through order placement and fulfillment.
• Prepare, process, and track purchase orders, ensuring accuracy in product specifications, quantities, pricing, and delivery requirements.
• Apply extensive knowledge of industry pricing structures, including wholesale, retail, trade, stocking/dealer pricing, markups, margins, and vendor discounts.
• Review vendor quotes, pricing agreements, freight charges, and purchasing terms to ensure accuracy and alignment with project budgets.
• Track order confirmations, production schedules, lead times, shipping updates, and deliveries while proactively addressing potential delays.
• Coordinate returns, damages, replacements, vendor credits, and claims as needed.

• Serve as a key point of contact for vendors, manufacturers, showrooms, and suppliers regarding pricing, orders, invoicing, and purchasing-related matters.
• Communicate professionally and confidently with clients regarding invoices, payment schedules, purchasing updates, and account-related questions.
• Collaborate closely with interior designers, project managers, and leadership to ensure accurate purchasing information and alignment with project timelines.
• Maintain strong vendor relationships while resolving discrepancies, negotiating solutions, and ensuring timely follow-through.
• Provide clear, proactive updates to internal team members and external partners, helping maintain efficient workflows and exceptional client service.

• 5+ years of professional experience in an accounting, purchasing, procurement, or related operational role within the interior design industry.
• Experience supporting a residential interior design firm, preferably within the luxury or high‑end residential sector, is strongly preferred.
• Advanced proficiency in Quick Books is required, including hands‑on experience with accounts payable, accounts receivable, invoicing, reconciliations, and financial tracking.
• Extensive understanding of interior design industry pricing, including wholesale versus retail, trade versus stocking/dealer pricing, vendor discounts, markups, margins, and purchasing structures.
• Demonstrated experience managing purchase orders, vendor accounts, invoicing, product procurement, and order…