JOB SUMMARY:
Overall Summary of Function The Floral Studio Coordinator supports the daily administrative and operational activities of the Floral Department, with a primary focus on inventory accuracy, floral shop organization, product transfers, purchasing documentation, order tracking, and project deadlines. Working directly with the Floral Design Manager, this position coordinates inventory movements, prepares and submits purchase orders, tracks product availability and incoming orders, and maintains accurate departmental records. The role serves as a primary point of communication with Sales, Project Coordinators (PCs), Project Managers (PMs), and internal operational departments to ensure project requirements, deadlines, and outstanding needs are clearly communicated and followed up on. Additionally, the Floral Studio Coordinator supports floral shop organization, inventory counts, product returns, and daily administrative activities. The position requires strong organizationalskills, attention to detail, proactive communication, and consistent follow-through to support efficient departmental operations. The position also requires active participation in daily floral studio operations, including basic floral preparation, product handling, and general shop support as needed.
ESSENTIAL JOB FUNCTIONS:
At Minimum Duties & Responsibilities Inventory Coordination & Accuracy
- Maintain accurate floral inventory records, including product descriptions, quantities, locations, images, and inventory codes within the company's inventory system.
- Assist with the physical handling, inspection, organization, and preparation of floral products and materials to support inventory accuracy and daily production needs.
- Coordinate regular inventory counts, cycle counts, and audits to verify physical inventory against system records.
- Track product availability, stock levels, damaged items, and inventory discrepancies, communicating findings directly to the Floral Design Manager.
- Ensure accurate check-in and check-out documentation for floral products, materials, and equipment.
- Prepare and document inventory adjustments and corrections according to established company procedures and approval requirements.
- Track reusable floral materials, containers, decorative items, and department equipment to support product accountability and availability.
- Identify inventory shortages and replenishment needs ahead of upcoming events and production deadlines.
- Maintain accurate documentation of inventory movements, discrepancies, damaged products, and corrective actions. Floral Shop Organization & Product Transfers
- Coordinate daily floral shop organization, product storage, labeling, and inventory accessibility.
- Assist with basic floral preparation, including unpacking, sorting, conditioning, organizing flowers and supplies, and other hands-on studio activities as needed.
- Support organized storage areas for fresh flowers, artificial floral products, containers, decorative materials, and department equipment.
- Coordinate product movements between the Floral Department, Shipping, Receiving, Warehouse Operations, and other internal departments.
- Prepare, track, and follow up on product transfers, including transfers between San Francisco and Las Vegas.
- Ensure transfer requests, approvals, shipping documentation, and inventory system transactions are completed according to company procedures and established deadlines.
- Communicate transfer requirements, shipping schedules, product availability, and return expectations with the appropriate departments.
- Track outstanding transfers and returns to ensure products are received, inspected, and properly recorded.
- Identify opportunities to improve floral shop organization, product accessibility, inventory accuracy, and daily workflow. Purchasing, Purchase Orders & Vendor Coordination
- Prepare and submit purchase orders (POs) according to approved project requirements, department needs, and company purchasing procedures.
- Coordinate purchasing requests with the Floral Design Manager and obtain required approvals before submitting orders.
- Serve as a primary point of contact with floral suppliers and vendors regarding product availability, pricing, order confirmations, delivery schedules, and purchasing inquiries.
- Maintain regular communication with vendors to coordinate orders, confirm product specifications, and ensure timely deliveries.
- Track outstanding purchase orders, vendor confirmations, expected delivery dates, and order status.
- Follow up with vendors regarding delayed orders, shortages, substitutions, incorrect shipments, and delivery concerns.
- Maintain organized purchasing records, vendor contact information, order documentation, and related communications.
- Coordinate with Receiving to verify incoming product quantities, conditions, and documentation against purchase orders.
- Communicate purchasing discrepancies, missing products, incorrect shipments, and potential cost concerns directly to the Floral Design Manager.
- Support invoice verification and purchasing documentation in coordination with Accounting and authorized department personnel.
- Maintain accurate tracking of pending orders, completed orders, outstanding deliveries, and purchasing deadlines.
- Refer vendor pricing changes, substitutions, and purchasing decisions requiring approval to the Floral Design Manager before confirming commitments. Cross-Department Communication & Coordination
- Serve as the primary communication link between the Floral Department and Sales, Project Coordinators (PCs), Project Managers (PMs), Warehouse Operations, Field Operations, and other internal departments.
- Coordinate the exchange of information regarding project requirements, product availability, production schedules, deliveries, installations, and returns.
- Follow up with relevant departments to clarify outstanding requests, missing information, scheduling needs, and operational requirements.
- Track upcoming project deadlines and communicate important updates, changes, and potential delays to the Floral Design Manager and appropriate departments.
- Coordinate with Warehouse Operations and Field Operations on product movements, transportation needs, event preparation, and return schedules.
- Maintain clear and timely communication to ensure departmental activities are aligned with project requirements and operational deadlines.
- Communicate scheduling conflicts, inventory shortages, changes in project requirements, and other operational concerns directly to the Floral Design Manager for review and direction. Safety, Compliance & Continuous Improvement
- Comply with Blueprint Studios safety policies, warehouse procedures, inventory standards, and purchasing requirements.
- Support a clean, organized, and safe floral shop and administrative work environment.
- Follow proper procedures for storage, labeling, and handling of floral products, equipment, and materials.
- Identify and report unsafe conditions, damaged products, and operational hazards to the Floral Design Manager.
- Follow established procedures for inventory documentation, purchasing approvals, product transfers, and recordkeeping.
- Recommend practical improvements to inventory accuracy, product tracking, floral shop organization, purchasing coordination, and administrative workflows.
- Maintain clean and organized floral preparation areas, workstations, coolers, and product storage spaces to support safe and efficient daily operations.
QUALIFICATIONS
At Minimum Training, Education & Experience
- High school diploma or GED required.
- Minimum 2 years of experience in administrative coordination, inventory control, warehouse operations, purchasing, or a related field preferred.
- Experience in floral operations, event production, or rental inventory coordination preferred.
- Strong organizational skills and ability to coordinate multiple projects, orders, and deadlines simultaneously.
- Experience with inventory systems, data entry, inventory counts, and accurate record-keeping.
- Proficiency in Microsoft Office, including Excel, Outlook, and Word, or equivalent business applications.
- Familiarity with IntelliEvent Lightning or similar event rental, Asana, and inventory software preferred.
- Experience preparing purchase orders, tracking vendor orders, and maintaining purchasing documentation preferred.
- Ability to communicate professionally and effectively with Sales, Project Coordinators, Project Managers, vendors, and internal operational departments.
- Strong attention to detail, accuracy, problem-solving skills, and consistent follow-through.
- Ability to identify operational priorities, communicate concerns, and escalate issues appropriately.
- Understanding of warehouse organization, product handling, inventory control, and shipping and receiving procedures.
- Ability to work independently within established procedures while maintaining consistent communication with the Floral Design Manager.
- Ability to work effectively in a fast-paced, deadline-driven environment.
- Availability for flexible schedules, including overtime and weekends, as operationally required.
- Bilingual in Spanish is a plus..
PHYSICAL REQUIREMENTS:
- The physical demands described here are representative of those required to perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.
- Work may take place in office environments, floral production areas, warehouses, refrigerated storage areas, and other operational facilities.
- The employee is frequently required to sit, stand, walk, bend, reach, and use hands to operate computers, handle documents, and inspect inventory.
- May be required to stand or walk for extended periods while performing inventory counts, warehouse inspections, and product verification.
- Perform repetitive hand and finger movements associated with computer use, data entry, labeling, and inventory handling.
- May be required to safely lift, carry, push, pull, and move materials weighing up to 50 pounds, with assistance or appropriate equipment when necessary.
- Duties require visual attention to inventory labels, product identification, computer screens, and detailed documentation.
- May work in environments with moderate warehouse noise, temperature variations, refrigerated storage conditions, and occasional exposure to water, wet floors, and floral materials.
- Work schedules and physical demands may vary depending on operational needs, inventory activities, and event production deadlines.
EQUAL EMPLOYMENT OPPORTUNITY:
Blueprint Studios provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. Blueprint Studios expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.