The Facilities Development invites applications for a Furniture Coordinator position. This Full-time Fixed Term position is for approximately 8 months (based on length of grant funding), with the possibility of extension.

This role supports the replacement and renewal of classroom and study spaces across campus. Reporting to the Director of Campus Planning, this role works closely with Campus Architecture, Campus Planning, Supply Chain Management, Registrar's and external vendors and contractors to ensure timely delivery of high-quality, functional, and sustainable furnishings. The Coordinator is responsible for planning, coordinating, and delivering classroom and study furniture replacement projects.

Primary Purpose of the Position:(Key purpose, functions, roles):

• Plan and scope furniture replacement projects: Work with Campus Architecture, Campus Planning, Facilities Management, and Registrar Office and end users to identify needs, confirm layouts, and align with University design standards.
• Coordinate procurement and installation: Manage quotations, purchase orders, vendor communications, deliveries, and on-site installation of classroom and study furniture.
• Oversee project budgets and schedules: Track costs, timelines, and approvals to ensure furniture replacement projects are completed on time and within scope.
• Engage stakeholders and end users: Consult with faculty, staff, and students to ensure classroom and study furniture meets teaching, learning, accessibility, and ergonomic needs.
• Support sustainability and reuse strategies: Work with UC Distribution Services to redeploy, recycle, or responsibly dispose of furniture as part of the renewal process.
• Maintain project documentation and reporting: Track inventories, warranties, and service records, and provide regular updates on progress and expenditures.
• Conduct quality assurance: Lead site reviews, furniture walk-throughs, and final signoffs to ensure installations meet design, safety, and functionality standards.

Summary of Key Responsibilities (job functions include but are not limited to):

• Proposal scoping and estimating during the Initiation Phase, work with all parties in Facilities Development to ensure the decanting, moving and furniture scope of work is captured in the project forecasts. Develop and maintain metrics with the PMO estimating team for early estimating exercises.
• Work directly with the project manager, and/or assigned CA/CP team member, and the external consultant (if present) and to describe the scope of work for existing furniture disposal, storage or reuse, new furniture acquisition and the moving of both people and their stuff.
• Work independently with user groups and external consultants to ensure furniture is properly selected, coordinated and installed.
• During design and construction phases coordinate preparation of furniture plans, quotations, and approvals by clients, ordering, purchasing and installation of all furniture for projects.
• Maintain a database of all furniture related work for project and program reporting to leadership and for responding to queries from project sponsors and/or project managers regarding timing, cost or scope.
• Work closely with UC Distribution Services to maintain a database of furniture stored by the university for re-use as well as some standard items for express delivery and install if there is found to be a market for this service. In the re-allocation of surplus furniture
• Develop and maintain moving options for decanting around or across campuses, including approved companies and/or University departments who can do this work.
• Develop and maintain a database of furniture install dates and warrantee durations.
• Conduct warrantee reviews of installed furniture just prior to the expiration of the warrantee.
• Take initiative to manage the necessary paperwork to process payment of furniture projects and necessary paperwork to seek approval from sponsors and/or Facilities leadership. Be accountable for describing the timing required for furniture layout design, ordering, approvals, and shipping.
• Maintain proficiency in AutoCad so that simple layouts can be revised, annotated, and shared across Facilities Development when necessary. Reference Campus Architectureâ€‼s library and digital drawing standards for all work done related to layouts and furniture studies.
• Remain current on the contractual details of the preferred vendor agreements so that these relationships can be maintained and act as the resource for Facilities Development as well as
• Supply Chain Management staff when an issue arises that needs addressing.
• Work with Campus Planning to ensure space allocations are compliant with job positions
• Work with EHS to communicate ergonomic aspects of design standards
• Work with Office of Sustainability to ensure sustainability targets are met with UC design standards
• Work with SCM to develop FF& RFP's which align with UC design standards for everyday use and Capital Projects
• Manage the FF on a program level while also translating the results to provide guidance and services on projects and day-to-day level basis
• Collaborate on initial design concepts in conjunction with CA Lead Designer and owner requirements based on client vision, desire and architectural concept.
• Utilize creative thinking to achieve innovative solutions
• Establish FF standards and guidelines to either develop or assist in the development of furniture layouts
• Manage the vendor process which includes the RFP's/RFQ's for products and services, and the overall schedule of delivery during design and installation
• Collaborate in developing solutions to technical and design detail problems with minimal guidance.
• Coordinate client presentations as needed
• Collaborate in the development of cost estimates for design proposals
• Coordinate with project team on review and approval of programming, design development documents, construction documents, furnishings selections and purchases, RFIs and submittals
• Communicate with other disciplines, vendors and contractors to ensure incorporation of all information into project requirements.Participates in and may lead team meetings to discuss project issues, technical issues and coordination with other disciplines.
• Maintain quality control of FF specifications through knowledge of detailed documentation of furniture including developing performance criteria specific to all FF
• Resolve conflict effectively and encourages a healthy team environment
• Develop preliminary budgets from plans based on detailed furniture counts or square footage of space
• Collaborate in and may be responsible for delivering a project on defined budget requirements
• May participate in the pursuit and marketing of potential projects by providing the bid documents required for the FF procurement services
• Lead client meetings to understand design needs and client preferences regarding interior styles, colors, and space planning.
• Select appropriate material for the design and budget and facilitate the purchase process.
• Advise clients on project progress.
• Work independently to advance projects to meet schedule and budget, with minimum oversight.
• Liaising with contractors and suppliers in order to ensure FF is delivered on time and on budget.
• Conduct sign-off's furniture walk throughs and manages warranty and maintenance furniture information post-installation.
• Assist with decisions to re-use, relocate and store furniture.

Qualifications / Requirements:

• A degree in architecture or interior design. A combination of education and work experience will be considered.
• Strong working knowledge of AutoCAD to receive, revise and share documents following University digital drawing standards
• Minimum 10 years of experience working in the building services industry sector with emphasis on user group engagement.
• Demonstrated project management experience and processes.
• Experience with data collection and tracking, measuring, and reporting.
• Familiarity with furniture systems, industry and ergonomic standards
• Ability to influence others towards positive outcomes and ensure progress on initiatives.
• Ability to work in a multidisciplinary team environment and independently with minimal supervision.