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 client’s 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 studio's 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 studio's 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