Project Coordinator Job

About the role

The Project Coordinator ensures effective and efficient coordination toward project goals in a dynamic and demanding environment. This role oversees all aspects of a project to ensure timely and budget-conscious completion.

Responsibilities

• Initiates projects
• Receives, processes, and manages multiple orders with unique requirements and timelines
• Analyzes initial contract requirements
• Determines status of sample and drawings done during quotation phase
• Establishes contact with customer to direct expectations of product and establishes project Requested Date, Target, and Commitment Date
• Sends samples and cutsheets to client for submittal approval
• Works closely with Finance Team in setting up customer terms, collecting deposits and final payments, and processing purchase orders
• Establishes project timelines
• Reviews architectural plans
• Tracks sample and Shop/Product Detail drawing status
• Communicates with customers, managers and internal design/production teams on submittal status, lead times, and potential delays
• Strategizes how to meet customer’s deadlines
• Controls project flow
• Provides administrative direction of customers and various internal departments to ensure project is completed on schedule and within budget
• Maintains and archives internal and external communication for each project using NetSuite, Project Management software and Outlook
• Translates design ideas between clients and internal design team
• Updates internal databases as project submittal status changes
• Organizes and hosts project meetings between internal and external teams
• Requests material procurement as needed on a project basis
• Tracks projects through the manufacturing phase
• Provides risk mitigation and problem resolution
• Communicates with customers in a thoughtful and timely manner with any internal issues or hiccups that may affect project timelines
• Understands customer shipping requirements and communicates with Shipping Coordinator
• Creates documents
• Writes, submits, and tracks order acknowledgements for each project
• Writes, submits, and tracks sales orders
• Provides oral and written reports with issues, implications, and potential courses of action, as required
• Briefs upper management regarding status of projects
• Closes out projects
• Communicates with customer tracking information once project has shipped
• Sends closeout documents (warranty, storage guide, etc.) as needed
• Conducts follow-up with customer as required
• Provides subject matter expertise on product designs, as needed

Requirements

• Bachelor's degree in a relevant field such as architecture, interior design, project management, business administration, or engineering
• 2+ years of experience in project coordination or management, preferably in a design or creative environment
• Proven experience managing multiple projects simultaneously in a fast-paced environment
• Project coordination experience: analyzing data/architectural drawings, stakeholder communication, setting expectations, scheduling, planning, directing work, risk management, problem resolution, and budget control
• Proficiency in internal data systems and computer applications (word processing, spreadsheets, presentations)

Qualifications

• Ability to analyze/interpret data, write concise reports/emails, and explain complex issues clearly
• Skilled in influencing others and presenting persuasive information
• Effective independently and in team settings; adept at coordinating with conflicting agendas
• Strong communication skills, attention to detail, and interpersonal skills (tact, diplomacy, flexibility)
• Capable of managing priorities, meeting deadlines, and occasional travel
• Leadership in resource coordination; procedural compliance expertise
• Knowledgeable in project management principles

What will make you successful?

• Ability to analyze/interpret data, write concise reports/emails, and explain complex issues clearly
• Skilled in influencing others and presenting persuasive information
• Effective independently and in team settings; adept at coordinating with conflicting agendas
• Strong communication skills, attention to detail, and interpersonal skills (tact, diplomacy, flexibility)
• Capable of managing priorities, meeting deadlines, and occasional travel
• Leadership in resource coordination; procedural compliance expertise
• Knowledgeable in project management principles

Physical Demands

• Sit for prolonged periods
• Repetitive motion of hands/wrists/fingers
• Concentrate and repeat the same physical or mental activities over and over
• Think analytically and be exact or highly accurate
• Make decisions such as to identify complex problems, develop options and implement solutions
• Work in a team
• Able to maintain regular, punctual attendance consistent with the ADAAA, FMLA and other federal, state and local standards
• Pay attention to and remember details
• Communicate effectively including active listening to understand points being made, and asking appropriate questions and not interrupting inappropriately
• Speak to convey information effectively
• Write to communicate effectively as appropriate for the needs of the audience
• Read to understand work related documents
• Move between different physical locations within and between buildings
• Push, pull, carry and lift in the normal course of travel

Work Environment

• Office Environment – This position operates in a professional office environment and is not exposed to adverse environmental conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. No PPE is required.
• Plant Environment – This position operates in a manufacturing setting and can be subject to extreme cold and hot temperatures; uneven walking surfaces with cords, tools, and other obstacles; intermittent loud noises; and dusty or dirty conditions. Required PPE includes Hard hat (when required), safety glasses, earplugs, steel toe/composite boots, and fall protection.