Architecture & Construction FF&E Management Specialist

Position Summary

The Specialist I A&C FF&E Management leads, manages, and coordinates with vendors engaged in the acquisition and delivery of furniture, fixtures, and equipment (FF&E). This role supports various project types, including ancillary/resort capital expenditures, reserve replacements, and sales center deliveries and renovations. The Specialist provides flexible support to FF&E functions, including Senior FF&E Managers, the Associate Director of FF&E Support, Directors of FF&E, and Senior Leadership, covering all aspects of the FF&E Management process.

Working closely with Senior FF&E Managers and Project Teams, the Specialist I supports FF&E Management functions by managing resources, time frames, and budgets for FF&E project activities. The role involves performing various coordinating tasks such as payment processing, project documentation, and handling vendor queries. Additionally, the Specialist supports individual Senior FF&E Managers and projects, manages daily administrative duties in line with company policies and procedures, ensures the creation of uniform and professional written documents, maintains project documentation, oversees project finances, and resolves financial queries and project cost discrepancies.

• Provide FF&E management support as needed.
• Interact with PMs and Senior FF&E Managers to determine FF&E requirements.
• Coordinate and resolve system setup for new vendors, addressing issues as they arise.
• Maintain a comprehensive and updated digital filing system with current project information.
• Work closely with Central Services Leadership to support contracting activities associated with FF&E management.
• Assist management with all aspects of FF&E project delivery.
• Assist Central Services Leadership in the review and preparation of all change management records and change order administration that may occur on the project.
• Ensure purchase orders are prepared in accordance with established standards prior to issuance to vendors.
• Confirm and document receipt of goods in accordance with established procedures.
• Review invoicing for completeness and accuracy, including coding. Coordinate with consultants and contractors directly to provide corrections and/or revisions to payment requisitions and supporting documentation.
• Coordinate with Accounting, Treasury, and third parties to track and resolve payment issues.
• Source consultants and contractors, prepare the Request for Qualifications (RFQs), Request for Proposals (RFPs), and bids, and comply with all applicable procurement policies and procedures.
• Prepare Request for Proposals, transmit to designated vendors, receive all submitted proposals, and prepare bid summary documentation for review.
• Responsible for FF&E support activities (internal and/or external parties or vendors) to ensure timely completion of assigned projects.
• Ensure compliance with contract payment terms as required per project(s).
• Create and update FF&E project schedules as needed.
• Collate, catalog, and process for payment all invoices and related data regarding Furniture, Furnishings, and Equipment (FF&E) management.
• Maintain a library of qualified consultants and vendors.
• Assist with analyzing vendor risks and opportunities.
• Work with Central Services Leadership to proactively resolve issues.
• Document and track any payment issues that occur.
• Coordinate and facilitate timely completion of deliverables required to expedite specified tasks.
• Develop fluency in the People Soft financials and purchasing system, as well as various other applications in support of FF&E management.
• Coordinate the collection, upload, and transmittal of FF&E turnover documentation at project completion.
• Create and update SOPs utilized in the execution of business processes in support of FF&E management.

• Understand business goals of key stakeholders and develop partnering relationships that enable mutual success.
• Apply knowledge, skills, tools, and techniques to FF&E management activities to meet or exceed stakeholders’ needs and expectations.
• Coordinate with third-party vendors in a professional manner to resolve issues and ensure…