Project Coordinator

Project Coordinator

The Project Coordinator is responsible for coordinating customer projects from order placement through final delivery, ensuring materials, inventory, purchasing, scheduling, and delivery activities remain aligned with customer requirements and project timelines. 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.

The ideal candidate has strong building materials knowledge, exceptional organizational and problem-solving skills, and the ability to manage multiple complex projects and priorities in a fast-paced distribution environment.

Project and Order Coordination

• 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
• Coordinate 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

Customer Service

• Serve as a primary operational point of contact for customers throughout project fulfillment
• Build strong customer relationships through responsive, accurate, and professional communication
• Communicate order status, material availability, delivery schedules, and project changes
• Respond quickly to customer questions and resolve order or delivery issues
• Anticipate customer needs and proactively address potential scheduling or material concerns
• Partner with Sales Representatives to ensure customer commitments and expectations are met
• Deliver a high level of service while balancing customer needs with operational capabilities

Delivery and Dispatch Coordination

• Coordinate closely with Dispatch to schedule and manage customer deliveries
• Review customer delivery requirements, project schedules, and material priorities
• Assist with 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

Purchasing and Material Planning

• Coordinate 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
• Maintain awareness of product lead times and proactively communicate potential impacts to customers and Sales
• Ensure material requirements remain aligned with customer schedules and project priorities

Inventory Coordination

• 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
• Assist with maintaining appropriate inventory levels based on current and anticipated customer demand
• Support inventory accuracy through effective communication and coordination with Warehouse personnel

Warehouse and Operations Support

• 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
• Provide operational support when Purchasing or other team members are unavailable
• 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

What you'll bring:

• 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
• Ability 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

Required 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

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

Work Environment and Requirements

• Work is performed primarily in an office or customer service environment within a branch or distribution facility
• Frequent interaction with customers, Sales Representatives, Purchasing, Warehouse, Dispatch, drivers, and Operations personnel
• Significant computer, telephone, and data-entry work throughout the workday
• Ability to sit for extended periods
• Occasional visits to warehouse, yard, loading, or operational areas may be required
• Ability to occasionally lift and move materials weighing up to 35 pounds
• Required PPE must be worn when entering designated operational areas
• Flexibility to work extended hours or occasional weekends based on customer schedules, delivery requirements, and business needs

What you'll earn

• Health Care Benefits
• 401(k) with employer match
• Paid Time Off

QXO is an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, religion, gender or sexual orientation, national origin, age, disability, or any other protected status.

To comply with Pay Transparency laws, employers must disclose an annual salary range. Actual offers depend on factors such as location, experience, skills, and market data. This position may also offer variable compensation.

Salary Range: USD $75,000.00 - USD $85,000.00 /Yr.