FF&E Procurement Manager

About the company Utopia is a forward-thinking global real estate development group dedicated to creating a distinctive portfolio of luxurious and high-end hospitality assets. At Utopia, we’re building more than properties — we’re crafting extraordinary experiences. Founded in 2023, our in-house architectural firm, Utopia Design, is at the heart of our mission to create a global portfolio of luxurious, high-end hospitality destinations. As part of a growing real estate development group, Utopia Design brings bold vision and innovative thinking to every project we take on. We’re a young, ambitious team driven by creativity, excellence, and the belief that great design transforms the way people live, travel, and connect. From concept to completion, we’re reimagining what luxury means in today’s world — and we’re just getting started. If you're passionate about design, architecture, and shaping the future of global hospitality, we invite you to grow with us. About the role This position will work closely with Interior Designers and Senior FF&E Procurement Manager to maintain FF&E budgets, project procurement, supply chain, logistics and project installations. Orchestrate relationships with top-tier suppliers / manufacturers and spearhead cost-effective procurement strategies tailored to the unique demands of our UTOPIA LIVING operations. In general will be responsible for ordering, administration and supply procurement of the FF&E, OS&E, design and supply within the team. It will be your responsibility to ensure that the orders are made on time, within budget and in the most efficient manner, ensuring that the Finance Department is kept informed of all necessary compliance. At a glance:

• FF&E/Fit Out Budgets and Cost Planning
• Tendering and Market Research
• Contracts and Purchase Orders management
• Payment Forecast and Cost control
• Logistic, Delivery and Installation plus Handover

Key role outcomes:

• Segment-Specific Sourcing: Develop and execute strategic sourcing plans specifically tailored for the OS&E/FF&E
• Exclusive Vendor Partnerships: Cultivate and maintain strategic relationships with premium suppliers across OS&E/FF&E
• Cost Excellence: Identify opportunities to optimize costs without compromising the premium experience within these segments, and identify performance improvement opportunities
• Risk Mitigation: Develop and implement strategies to mitigate risks associated with procurement activities, thereby safeguarding brand reputation and guest satisfaction
• Tailored Contract Management: Oversee the negotiation, evaluation, and management of supplier contracts to uphold UTOPIA reputation for premium and exclusive experiences
• Market Intelligence: Stay attuned to evolving trends, market dynamics, and innovative technologies, leveraging these insights to drive innovation and elevate guest experiences
• Sustainability: Champion initiatives that align with UTOPIA commitment to environmental and social responsibility while maintaining the highest level of premium standards

Responsibilities:

• Collaborate with Sr. FF&E Procurement Manager, Architects and Senior FF&E/Interior Designer to ascertain the timeline, budget and deadlines of the project
• Assist the FF&E/Interior Designer with sourcing all the information necessary to complete the detailed specification document
• Work with the design team to build the initial procurement schedule based on the review of layouts, renderings & specifications of the project
• Responsible for the compilation of the procurement budget and coordinating all documentation ensuring all document standards are met
• Organize the purchasing schedule, liaising with the Sr. Procurement and Project managers to ensure all project milestones are reached
• Working closely with the Finance team to raise Funding Requests, produce purchase orders and pay proforma invoices in timely manner
• Receive, approve and pass invoices for payment and log on procurement schedule
• Liaise with suppliers across the globe to obtain quotes and discuss terms of service
• To work within set budgets and timeframes, ensuring items meet the required specification and can be delivered on time
• Liaise with internal teams and contractors to organize FF&E logistics and installation
• Quality control
• Ensure all supplier contacts are up to date
• Carry out existing supplier reviews & new supplier visits in order to provide a list of approved suppliers to consideration on projects
• Maintain accurate procurement & budget records & collate information for a weekly procurement review

CV Requirements

• Bachelor’s Degree in Interior Design, Architecture, Supply Chain or Logistic, preferably Master's degree in any of above
• Project Management degree (Master’s or equivalent) is a plus
• Must have a minimum of 3 years experience within a procurement agency or design studio in a similar role
• Advanced/fluent in English, Portuguese - required
• Experience dealing with global projects and suppliers - markets across Europe, Brazil, DR, and Latin America advantageous
• Experience in establishing and executing new processes
• Experience in preparing O&M Manuals for Hospitality projects

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