Project Coordinator

About the role

We are seeking a highly organized, detail-oriented, and proactive Project Coordinator to join our Client Experience Team. This role is ideal for someone who enjoys managing multiple priorities, solving problems, collaborating with cross-functional teams, and playing a critical role in delivering exceptional client experiences.

Responsibilities

• Project Setup & Order Entry
• Verifying project setup and customer information within EM1.
• Confirming all "propose to," "bill to," and "install at" information is accurate.
• Downloading project files from ProjectSpec into EM1.
• Ensuring installation, services, and taxes are included in project documentation.
• Confirming project totals match the master order.
• Verifying signed approvals and deposits have been received before order entry.
• Researching and coordinating product ordering based on installation schedules and ship-to-receive dates.
• Creating project records in EM1, including projected installation dates.
• Creating and issuing purchase orders to manufacturers, vendors, and installation partners.
• Uploading required documentation into EM1.
• Communicating awarded projects and projected installation dates to installation partners.
• Safeguarding receiving tickets and installer documentation.
• Project Tracking & Order Management
• Reviewing acknowledgment discrepancies identified by outsourced vendors.
• Resolving discrepancies with internal teams, manufacturers, vendors, and project partners.
• Tracking acknowledged ship dates and project milestones in EM1.
• Confirming shipping schedules align with installation timelines.
• Communicating concerns, delays, or conflicts to Project Managers.
• Updating project status information and shipping details within EM1.
• Coupling project status within seven days of final estimated ship dates to ensure deliveries remain on schedule.
• Escalating risks and concerns when necessary.
• COQ (Completion of Quality) Order Management
• Managing COQ orders for assigned projects.
• Reviewing items identified by Project Managers, Designers, and project teams.
• Ordering approved COQ products.
• Coordinating with vendors, manufacturers, and installation partners.
• Tracking COQ orders and maintaining updates in EM1.
• Communicating status updates and escalating concerns related to delays or costs.
• Quick Quotes & Pricing Support
• Preparing quick quotes for Workplace Consultants, Designers, Project Managers, and clients.
• Verifying quote requests contain all necessary information.
• Coordinating with vendors, manufacturers, Design, and internal teams to provide accurate pricing.
• Communicating assumptions, exclusions, and follow-up items related to quotes.
• Pricing support for Design teams to review pricing and discount structures.
• Confirming pricing aligns with manufacturer programs, vendor agreements, and company standards.
• Performing final pricing reviews prior to order entry and purchase order creation.
• Identifying and resolving pricing discrepancies.
• Escalating margin concerns or unresolved issues before projects move forward.
• Client Experience & Team Support
• Uploading and maintaining project documentation within EM1.
• Participating in team meetings and maintaining project updates.
• Serving as the primary point of communication for clients regarding drop-ship orders, including updates, coordination, and follow-up.
• Supporting Accounting with invoicing-related activities.
• Managing service calls and drop-ship orders.
• Using Project Spec and EM1 to support small orders and select COQ items.
• Collaborating across departments to support successful project outcomes.
• Administrative Support
• Assisting with client meetings, including room preparation, hospitality, materials, and catering coordination.
• Ordering office and kitchen supplies.
• Supporting Executive Team administrative requests.
• Assisting with special projects, inventory management, spreadsheet updates, and vendor tracking.
• Managing incoming mail and deliveries.
• Greeting clients and providing a welcoming showroom experience.

Qualifications

• Exceptional time management
• Strong attention to detail
• Consistency and reliability
• Pricing accuracy
• Ownership and accountability
• Excellent communication skills
• Strong client service mindset
• Problem-solving ability
• Sense of urgency
• Collaboration and teamwork
• Ability to manage multiple priorities simultaneously
• Follow-through from start to finish
• Comfort learning new systems and technology
• Technology-forward mindset

Skills

• Experience with Microsoft Excel
• Experience with Microsoft Word
• Experience with Microsoft PowerPoint
• Experience with Microsoft Teams
• Experience with Outlook
• Experience with SharePoint
• Experience with Adobe Acrobat
• Experience with OneDrive
• Experience with Web-based vendor and dealer portals

Benefits

At Working Spaces, you'll enjoy a supportive and collaborative work environment, opportunities for growth and development, and a competitive compensation package. We offer a comprehensive benefits package that includes health insurance, retirement plans, paid time off, and more.

Pay

Compensation is commensurate with experience and qualifications.

Schedule

Our team works flexible hours to accommodate the diverse needs of our clients and projects.