China makes roughly a third of the world’s furniture. In some segments, even more. For companies fitting out hotels, offices, or residential developments, that means huge manufacturing capacity and significant cost savings.
But here’s the problem. You can’t just email specifications to a factory and expect good quality. Distance creates issues. Specifications get misinterpreted. Samples look perfect. Then bulk orders arrive wrong.
So what’s the solution? On the ground FF&E management. This guide explains why it matters and how to hire for it.
What is FF&E?
You probably know this already, but just so we’re all on the same page: FF&E stands for furniture, fixtures and equipment. It refers to everything inside a building that isn’t the building itself.
Think of it this way: the walls, floors and ceilings are architecture. Everything you’d have to pack into boxes on moving day is FF&E.
Furniture
Chairs, tables, sofas, beds, desks, dressers, cupboards, and bookshelves
Fixtures
Lighting, wall mounts, countertops, built-in wardrobes, and shelving
Equipment
Appliances, computers, electronic devices, and specialized machinery
Why You Need Someone on the Ground
The biggest reason to hire an FF&E manager in China is to ensure quality. But it’s not the only reason.
“When sourcing in China, the biggest challenges are quality consistency and communication,” said Mei Lin*, a senior FF&E interior designer based in Shanghai. “For furniture, there can be a big gap between samples and mass production if requirements are not clearly controlled.”
Then there’s knowledge. Your designers don’t know what’s actually achievable in Chinese factories. An FF&E manager on the ground does.
And speed. Remote sourcing means 12 hour email lags when problems arise. As a distant client, you’ll never be the priority when production schedules get tight.
An FF&E manager in China solves all three. They combine creative capability with on the ground supplier management. Someone who understands design intent and can make sure it’s realised in production.
*Name has been changed for confidentiality.
What Does an FF&E Manager Do?
This isn’t your typical supply chain job. FF&E managers need creative acumen as well as operational discipline. They’re selecting materials and developing concepts one day, then negotiating with factories and tracking shipments the next.
“I’m coordinating with suppliers and handling issues on site every day,” Mei Lin said. Communication and problem-solving matter as much as design sensibility.
Planning and Coordination
During design phases, they review FF&E schemes across furniture, lighting, artwork, and soft furnishings. They check everything complies with brand standards, works functionally, and fits the budget. When conflicts arise between FF&E and MEP or structural systems, they coordinate with designers, architects, contractors and vendors to resolve them.
Budget and Procurement
They develop FF&E budgets and monitor cost variances. They can lead vendor selection, run competitive bidding, and negotiate contracts.
“I’m very strict when selecting suppliers,” Mei Lin said. “I look at service and quality early on, because once a supplier is confirmed, it’s much harder to fix problems later.”
Production and Logistics
They track manufacturing progress and conduct Factory Readiness Inspections to make sure production complies with specifications. On the logistics side, they coordinate international and domestic shipping, including customs clearance, warehousing and delivery schedules.
Installation and Handover
If your project is being installed in China or Asia, they can supervise on site installation teams to make sure everything adheres to design intent and quality standards. They conduct final inspections, document defects and drive corrective actions for project closure. For projects shipping elsewhere, their role typically ends at dispatch.
Risk Management
They spot risks early, whether that’s delays, cost overruns or quality issues. They implement mitigation plans, provide regular updates to stakeholders, and align priorities between ownership, operators, and design teams.
At a Glance
- Implementation: Shop drawing review, sample approval, quality inspections, installation support, final styling
- Concept: Design research, mood and style direction, project positioning
- Development: Material selection, supplier coordination, technical drawings
What to Look For When Hiring
You need someone who bridges both worlds: creative and operational. Here’s what to prioritise.
Strong Aesthetic Sense
They should develop concepts, not just execute someone else’s vision. In depth knowledge of the FF&E lifecycle, materials, and manufacturing processes is critical.
Attention to Detail
Essential for controlling drawings, samples, and quality throughout production. Small errors compound into big problems.
Language Skills and Cultural Fluency
They need to communicate effectively with both your team and Chinese suppliers. Fluency in English is essential for handling contracts and tenders on international projects.
Local Presence and Supplier Network
Existing relationships with vetted factories reduce lead time and risk. You can’t build these overnight.
Manufacturing Knowledge
Understanding of production processes and what’s realistically achievable within budget. This prevents expensive surprises.
Technical Proficiency
Comfort with project management tools like MS Project, AutoCAD, Excel, and FF&E software such as CAP.
Relevant Experience
Five or more years of FF&E project management experience is typical. Experience with luxury hotels or major hospitality brands like Marriott, Hilton or IHG is a strong indicator.
How to Hire in China
There are two obvious ways to get FF&E management in China.
- Hire someone yourself. This means navigating Chinese labour law. Employment contracts. Social insurance contributions. Tax withholding. Compliance with local regulations. For most foreign companies without a legal entity in China, this isn’t practical.
- Use a freelancer or outsourcing firm. Less commitment, but less control. You’re relying on someone with divided attention and no direct accountability to your project.
Then there’s a third option: hire through an Employer of Record. An EOR becomes the legal employer in China. They handle payroll, benefits, and compliance. You manage the person’s day to day work. You get a dedicated team member without the legal complexity.
The China Desk is our EOR solution for foreign companies sourcing in China. We handle the employment infrastructure so you can focus on finding the right person and managing the work. We can also connect you with experienced FF&E professionals in our network.
Get in Touch
Want to discuss your hiring an FF&E manager in China? Contact us.
