Project Coordinator

About the role

The Project Coordinator at QXO is responsible for coordinating customer projects from order placement through final delivery. This role serves as a central point of coordination between customers, Sales, Purchasing, Warehouse, Dispatch, and Operations to ensure orders are processed accurately, materials are available when needed, and deliveries are completed on schedule.

Responsibilities

• Coordinate customer projects from the point of sale through order fulfillment and final delivery
• Process and maintain customer orders accurately within company systems
• Review project requirements, customer documentation, material needs, and delivery schedules
• Maintain organized project records and ensure required paperwork and documentation are complete
• Monitor active projects and proactively identify issues that could impact customer schedules
• Cook up project changes, material requirements, and delivery adjustments with customers and internal teams
• Maintain accurate project information and provide timely status updates throughout the order lifecycle
• Support billing and project closeout activities upon completion of customer orders
• Coordinate closely with Dispatch to schedule and manage customer deliveries
• Review customer delivery requirements, project schedules, and material priorities
• Aid in planning daily delivery schedules based on customer needs, fleet availability, and operational capacity
• Coordinate trucks, drivers, and delivery resources to support scheduled customer deliveries
• Communicate delivery instructions and project requirements to Dispatch, Warehouse, and delivery personnel
• Monitor scheduled deliveries and respond to delays, changes, or operational challenges
• Help ensure trucks are properly prepared and loaded to support accurate and timely delivery
• Coordinate delivery changes with customers and internal teams as project needs evolve
• Cook up material procurement with Purchasing based on active customer projects and anticipated demand
• Monitor material requirements and communicate purchasing needs to maintain project schedules
• Track incoming materials and identify potential shortages or supply issues
• Partner with Purchasing to expedite critical materials when necessary
• Support material planning for large or complex projects requiring phased purchasing and deliveries
• Ensure material requirements remain aligned with customer schedules and project priorities
• Monitor inventory levels and product availability to support customer projects and daily business needs
• Coordinate with Warehouse and Purchasing teams regarding inventory requirements and replenishment needs
• Track materials being allocated to active projects and upcoming deliveries
• Communicate inventory shortages, excess materials, or product availability concerns promptly
• Aid in maintaining appropriate inventory levels based on current and anticipated customer demand
• Support inventory accuracy through effective communication and coordination with Warehouse personnel
• Partner with Warehouse personnel to ensure materials are picked, staged, and prepared according to project and delivery requirements
• Coordinate priorities between Warehouse, Dispatch, Purchasing, Sales, and customers
• Assist with resolving material, inventory, or order discrepancies that could affect project completion
• Support efficient workflow and communication across branch operations
• Identify opportunities to improve order fulfillment, delivery coordination, inventory management, and customer service
• Perform additional operational and project-related duties as assigned

Qualifications

• High school diploma or equivalent required
• Previous experience within wholesale building materials, construction supply, distribution, or a related industry
• Experience supporting customer orders, projects, operations, or material fulfillment
• Strong computer and data-entry skills

Required Qualifications

• Excellent communication and customer service skills
• Strong organizational and time-management abilities
• Ability to manage multiple projects, customer requirements, and deadlines simultaneously
• Strong problem-solving skills with the ability to respond quickly to operational challenges
• Exceptional attention to detail and commitment to order and material accuracy
• Ability to coordinate effectively across Sales, Purchasing, Warehouse, Dispatch, and Operations
• Strong understanding of order fulfillment, inventory, purchasing, and delivery processes
• Ability to process and manage large amounts of information and data accurately
• To work independently while maintaining strong cross-functional relationships
• Customer-focused mindset with a strong sense of urgency and accountability
• Flexibility to support changing priorities and customer needs

Preferred Qualifications

• In-depth knowledge of interior building materials, including drywall, metal framing, acoustical products, and related construction materials
• Experience coordinating deliveries, fleet resources, or dispatch activities
• Experience with purchasing, procurement, inventory management, or material planning
• Experience supporting large commercial construction projects or complex customer accounts
• Familiarity with ERP, inventory, order-management, or dispatch systems
• Experience working within a high-volume building materials distribution environment