Project Coordinator

Job Description

Job Description

Position Title: Project Coordinator 

Department: Operations

Reports To: Director, Design & Operations 

FLSA Status: Exempt

Employment Type: Full-Time
Compensation is commensurate with experience

POSITION SUMMARY

The Project Coordinator & Scheduler is responsible for managing the end-to-end coordination of commercial furniture projects from order placement through delivery and installation. This role serves as the primary liaison between sales, vendors, installation teams, and customers to ensure projects are executed on time, within budget, and to the highest quality standards. The ideal candidate thrives in a fast-paced environment, has exceptional organizational skills, and can manage multiple projects simultaneously while maintaining meticulous attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Project Coordination (40%)

• Coordinate all aspects of furniture projects from order acknowledgment through final installation

• Review orders for accuracy, completeness, and compliance with customer specifications

• Create and maintain detailed project timelines with clear milestones and deliverables

• Track purchase orders with manufacturers (Haworth, Steelcase, Herman Miller, etc.) and monitor production status

• Manage customer expectations regarding project timelines, delivery schedules, and any potential delays

• Coordinate with sales team to clarify specifications, resolve discrepancies, and address change orders

• Prepare and distribute internal project status reports to stakeholders

• Conduct pre-installation site visits to verify space readiness, access requirements, and logistics

• Coordinate freight scheduling and receiving at warehouse facility

• Manage project documentation including purchase orders, shipping documents, and installation instructions

Scheduling & Logistics (30%)

• Develop and maintain master installation schedule balancing customer requirements and crew availability

• Schedule delivery and installation dates with customers, confirming access, parking, and site requirements

• Coordinate with installation crews to assign projects based on scope, complexity, and team capabilities

• Schedule pre-installation meetings with customers to review project scope, timelines, and expectations

• Arrange freight delivery appointments with carriers and coordinate receiving at warehouse

• Optimize installation crew schedules to maximize efficiency and minimize downtime

• Proactively identify and resolve scheduling conflicts before they impact customers

• Maintain calendar system for all project-related activities and milestones

• Coordinate punch list items and schedule follow-up visits to complete outstanding work

Vendor & Customer Communication (20%)

• Serve as primary point of contact for customers during project execution phase

• Communicate order status updates, shipping confirmations, and delivery schedules to customers

• Track orders with manufacturer representatives and escalate delays or issues

• Resolve shipping discrepancies, damaged goods claims, and missing items with vendors

• Coordinate with freight carriers regarding shipping schedules and delivery requirements

• Process and track warranty claims with manufacturers

• Respond to customer inquiries regarding project status within 24 hours

• Document all customer and vendor communications in project management system

Quality Control & Problem Resolution (10%)

• Inspect received merchandise for damage, defects, or discrepancies against purchase orders

• Document and photograph any shipping damage or missing items immediately upon receipt

• Coordinate repair or replacement of damaged/defective products with manufacturers

• Ensure all furniture meets specifications before scheduling installation

• Review installation quality with crews and address any workmanship concerns

• Manage punch list completion and ensure customer satisfaction before project closeout

• Identify recurring issues and recommend process improvements to management

• Maintain quality standards aligned with manufacturer specifications and company policies

Administrative Support

• Maintain accurate project files including contracts, purchase orders, change orders, and correspondence

• Update project management system with real-time status updates and milestone completions

• Prepare installation work orders with complete product details, site information, and special instructions

• Track project expenses and flag budget variances to sales and management

• Generate customer invoices upon project completion and coordinate with accounting

• Maintain organized digital and physical filing systems for all project documentation

• Assist with month-end reporting on project status, installation metrics, and outstanding items