Utopia Design
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, you 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
Logistics, 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 a 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 for 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 the 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
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Purchasing and Supply Chain
Industries Design Services
#J-18808-Ljbffr
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, you 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
Logistics, 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 a 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 for 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 the 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
Seniority Level Mid‑Senior level
Employment Type Full‑time
Job Function Purchasing and Supply Chain
Industries Design Services
#J-18808-Ljbffr