FF&E and Material Specialist

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.

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 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

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

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

Requirements

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