Architectural Products Account Coordinator

About Empire & Co.

Empire & Co. is a leader in delivering innovative workplace solutions nationwide. With over 80 years of industry experience and more than 565 full-time employees, we partner with leading architects, designers, brokers, craftsmen, and manufacturers to create high-performing, cost-effective environments that solve business challenges and activate brands.

As the leading Steelcase dealer in the United States, we support a network of more than 500 manufacturers and deliver solutions that transform the way people work.
Overview

Empire & Co. is seeking an Architectural Products Account Coordinator – Walls to join our growing team and work remotely.

This role is responsible for providing exceptional customer service and operational support throughout the project lifecycle in a timely and accurate manner. Responsibilities include quote and order entry, order tracking, project coordination, installation support, and client communication.

The Architectural Products Account Coordinator will support the sales team and partner closely with vendors, operations, project teams, and clients to help ensure Walls projects are delivered accurately, efficiently, and with a high level of client satisfaction.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment while working effectively across distributed teams.

Key Responsibilities

Sales & Project Coordination

• Support the sales team throughout all phases of Walls project execution
• Acquire vendor pricing and verify quotes and project details
• Assist with specification review and architectural documentation
• Prepare quotes and complete order entry documentation
• Complete required order information and supporting project documentation
• Coordinate with manufacturers and vendors regarding project requirements, lead times, and deliverables
• Request Certificates of Insurance (COI) as needed
• Manage deposits, billing requirements, and project administration
• Assist with labor quote requests and project planning
• Ensure proper approvals prior to quote conversion to order
• Ensure orders are accurately processed and released within Hedberg

Order & Project Follow-Up

• Confirm receipt of purchase orders with vendors
• Confirm vendor acknowledgements and maintain project documentation
• Coordinate vendor communication and project updates
• Lead resolution of order and acknowledgement discrepancies
• Create and maintain order status reports throughout project execution
• Coordinate timelines and communicate updates across internal teams and clients

Pre-Installation

• Create Operations requests (union/non-union; standard time/overtime)
• Assist in preparing installation packages and supporting documentation
• Coordinate project readiness across stakeholders

Installation & Closeout

• Maintain punch list documentation and communicate updates to clients
• Coordinate punch list completion and follow-up activities
• Support issue resolution and freight claim coordination when required
• Support installation completion and project closeout activities

Post Installation

• Coordinate invoicing upon delivery and installation completion
• Process follow-up activities and project closeout items
• Maintain ongoing client communication to support satisfaction and issue resolution