Project Coordinator

Summary:

We are looking for a highly organized and proactive Sales Project Coordinator to manage and oversee the complete sales order fulfillment process—from initial order entry to project closeout. This role supports the sales team by ensuring accurate, timely service and seamless coordination with clients, designers, vendors, subcontractors, and internal departments. The ideal candidate will have strong communication skills, attention to detail, and the ability to manage multiple projects simultaneously while maintaining a high level of professionalism and customer satisfaction.

Responsibilities:

General Responsibilities:

• Manage customer orders from entry to closeout, ensuring timely and accurate service.
• Coordinate order entry, order management, factory communication, and final closeout.
• Communicate and coordinate with internal teams and external subcontractors.
• Oversee scheduling and utilization of resources throughout project execution.

Selling Phase:

• Present the value of the Sales Project Coordinator role to prospective and existing clients.
• Gather project information to determine objectives, scope, budget, and schedule.
• Prepare and assist in selling project management contracts and estimates.

Project Initiation Phase:

• Assign project numbers and establish initial timelines and milestones.
• Assemble project teams, assign responsibilities, and set deadlines.
• Develop Gantt charts and project schedules for internal and client use.
• Review plans and requirements with clients and architects to interpret design intent.

Specification and Proposal Generation:

• Produce take-offs from design documents; edit and validate as needed.
• Double-check client or designer-generated specifications for accuracy.
• Prepare detailed specifications for products, freight, and labor.
• Review shipping requirements for proposal development.
• Organize proposals by project phase, floor, product type, and component categories.

Order Coordination:

• Review and process client purchase orders.
• Prepare and submit all necessary documentation for order placement.
• Confirm accuracy of orders, shipping details, and production timelines with manufacturers.
• Obtain and process approvals (e.g., COMs, fabric cuttings) as required.
• Process and document all change orders, including cost tracking.

Project Coordination:

• Maintain continuous communication with clients, contractors, installers, and vendors.
• Create and distribute regular project status reports and updates.
• Maintain project binders and file documentation per project management protocols.
• Coordinate implementation across sales, design, installation, and subcontractors.
• Proactively troubleshoot and resolve project issues to maintain timelines and objectives.

Installation Phase:

• Attend pre-installation and construction meetings.
• Coordinate insurance certificates and installation documentation.
• Monitor site conditions and determine appropriate start dates for installation.
• Schedule and oversee shipping, delivery, installation, and subcontractor activities.
• Conduct site visits to monitor progress and verify packing lists.
• Report shortages and damages to manufacturers and logistics providers.

Close-Out Phase:

• Inspect completed phases and generate pre-punch lists.
• Conduct final walkthroughs with stakeholders to identify unresolved issues.
• Coordinate completion of punch list items and issue certificates of substantial completion.
• Document all field changes and ensure completion of as-built drawings.
• Consolidate final project documentation for record-keeping.
• Complete and archive full project history summary.

Professional Training & Development:

• Stay current on industry trends and internal process improvements.
• Provide instruction and feedback to project team designers.
• Assist in training staff in project management processes as workload demands.
• Keep supervisors informed of team skill development and progress.

Additional Responsibilities:

• Perform other reasonable duties as assigned for special projects or company initiatives.

Requirements:

• Bachelor’s degree or applicable job experience.
• Must be able to effectively communicate with customers and others who are involved throughout a project.
• Must have significant computer experience and knowledge of Word, Excel, and specifying and project management programs.
• Must be able to use an architect’s scale and demonstrate proficiency at reading and interpreting blueprints 
• Must have a general business sense and strong understanding of mathematical calculations used for discounting costs and profitability 
• Ability to work independently and within a team environment.
• Knowledge of sales process and presentation skills.
• Efficient planning and effective time utilization skills
• Thorough understanding of design skills and processes 
• Detail oriented and strong organizational skills.
• Proven history in accurately specifying furniture panel systems for completed projects.
•  Able to perform effectively with a minimum of supervision.
• Resourceful, capable of adapting and coping with time pressures and troubleshooting responsibilities inherent to this position
• Preferred two to three years of experience in Commercial Interiors, Office Furnishings or in a related industry capacity.