Purchasing and Inventory Coordinator

U-Fab Interiors has been Richmond’s trusted source for custom home furnishings, upholstery, and design services since 2008. What started as a small upholstery shop has grown into a 28,000 square foot showroom in Richmond’s Near West End - home to thousands of designer fabrics, a state-of-the-art workroom, and a handpicked selection of customizable furniture from the industry’s most reputable brands.

In 2023, we launched Curated Furnishings, our sister brand focused on elevated, ready-to-go home furnishings for customers who want a designer look without the full custom process. Together, the two brands let us serve a wider range of customers while staying true to what we’ve always believed: great design should be approachable, and every home deserves expert guidance.

The Purchasing & Inventory Coordinator manages the operational lifecycle of our furniture, accessories, and special-order products, from vendor pricing and SKU creation through special-order processing, inventory management, and vendor invoice reconciliation. This is a shared-service role supporting both U-Fab Interiors and Curated Furnishings, reporting to the Director of Operations.

This role is best suited to someone who wants to own the details, not the spotlight. The day-to-day is administrative and execution-focused: vendor communication, order accuracy, and product data. It's not a client-facing or creative position, though it does require steady written communication with sales, design, and vendor contacts. On any given day, week, or month, the Purchasing & Inventory Coordinator will be:

• Maintaining current vendor price lists, product information, and purchasing records across 30-40 key vendors (plus additional secondary vendors).
• Verifying vendor pricing, freight, discounts, and landed costs.
• Communicating with vendors regarding pricing, availability, lead times, product updates, and discontinued items, and building strong working relationships with vendor representatives.

• Reviewing completed sales orders for accuracy, then verifying customer selections, configurations, dimensions, finishes, pricing, and freight before submitting purchase orders to vendors.
• Confirming required vendor forms and documentation are completed and included with the purchase order when customer-supplied (COM) fabric is involved.
• Reviewing vendor acknowledgments for accuracy and sharing with the design/sales team; monitoring outstanding orders from acknowledgment through delivery.
• Communicating proactively with vendors and internal teams (Sales, Design, Customer Service, Operations) on production schedules, backorders, shipping updates, and delivery dates.
• Coordinating order revisions, cancellations, warranty claims, and service issues, resolving problems before they impact customer deliveries.

• Creating and maintaining product SKUs.
• Maintaining complete and accurate product records, including descriptions, specifications, images, and supporting documentation.
• Updating pricing as vendor costs change, and archiving discontinued products to keep the database organized.

• Monitoring inventory levels and replenishment needs, processing adjustments and transfers, and investigating and resolving discrepancies.
• Assisting with cycle counts and annual physical inventory.
• Maintaining accurate inventory records and supporting warehouse and operations teams in improving inventory accuracy.
• Reviewing vendor invoices for payment, ensuring accuracy and processing within payment terms.
• Verifying invoices against purchase orders, acknowledgments, receiving documents, and vendor pricing.
• Investigating and resolving invoice discrepancies with vendors and internal departments.
• Processing vendor credits, freight adjustments, and pricing corrections.

• Identifying opportunities to improve purchasing, inventory, and product setup processes, supporting broader efforts to streamline systems and records.
• Providing product pricing and product information support to Sales and Design Consultants across both U-Fab Interiors and Curated Furnishings.
• Supporting Accounting with…