Furniture Proposal & Order Specialist
About Creative Library Concepts
Creative Library Concepts (CLC) is a full-service firm specializing in the design and furnishing of libraries. Our clients include public libraries, K–12 schools, colleges, and universities. We provide interior design services along with furniture and shelving solutions that transform library spaces.
We are a small, highly collaborative team with a strong reputation across the NJ/NY/CT region for delivering exceptional customer service and project execution. Our work involves close coordination between sales, design, manufacturers, and installation teams to ensure every project is delivered accurately and on time.
Position Overview
We are seeking a highly detail-oriented Furniture Proposal & Order Specialist to support our operations and order management processes.
This role is critical to ensuring that every order is entered, placed, and executed accurately. The Furniture Proposal & Order Specialist will work closely with internal team members and external vendors to verify details, catch discrepancies, and maintain alignment across all orders.
This is an ideal role for someone who is extremely organized, takes ownership of their work, and takes pride in getting the details right.
Key Responsibilities
Order Entry & Quote Management
- Enter new quotes and orders into our system (manual entry and file imports)
- Ensure pricing is accurate based on supplier-specific contracts and discounts
- Confirm proposals include all required details such as PO instructions, expiration dates, state contract numbers, etc.
Order Review & Placement
- Review customer purchase orders for accuracy and alignment with proposals
- Coordinate with sales and design teams to resolve discrepancies
- Place purchase orders with manufacturers according to their specific requirements
Acknowledgment & Order Verification
- Review manufacturer acknowledgments for accuracy (quantities, pricing, finishes, etc.)
- Identify and resolve discrepancies proactively before they impact project timelines
- Upload acknowledgments and track key dates within the order management system
Project Closeout Support
- Prepare project closeout packages including care/cleaning instructions and warranty documentation
- Coordinate internal information needed for client deliverables
- Distribute customer satisfaction surveys and compile responses
- Track service orders and warranty issues
Coordination & Process Support
- Collaborate with internal team members to ensure smooth project execution
- Track order status and follow up with vendors as needed
- Maintain organized and accurate project documentation
Education & Experience
- Associate’s or Bachelor’s degree preferred, but not required
- Relevant experience in project coordination, operations, or order management is strongly valued
Qualifications
Required
- Strong attention to detail and accuracy
- Highly organized with the ability to manage multiple tasks and deadlines
- Ability to identify discrepancies and resolve issues proactively
- Strong communication skills (internal and vendor-facing)
- Proficiency with Microsoft Office (especially Excel and Outlook)
- Ability to work independently and take ownership of responsibilities
Preferred
- Experience in contract, office or school furniture
- Experience with quoting, pricing, or order management processes
- Familiarity with order management or specification software (e.g., IQ, SPEC)
Systems & Tools
- Microsoft Office 365 (Outlook, Excel, Word)
- IQ (order management software – training provided)
- SPEC (furniture specification software – training provided)
Work Environment
- 100% remote position
- This is a NJ-based position. Proximity to central New Jersey (07726) is a plus, but not required
What Success Looks Like in This Role
- You consistently catch errors before they become problems
- Orders are entered and processed accurately the first time
- You take ownership of your work without needing constant direction
- You bring structure and organization to complex processes
- You are dependable, proactive, and detail-focused
Growth Opportunity
This role has the potential to grow into a larger role over time based on demonstrated success and company growth.
Pay: $59,000.00 - $68,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: Remote
