Project Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Employee discounts
• Health insurance
• Paid time off
• 401(k) matching
• Dental insurance

Position Title: Project Coordinator
Department: Operations
Reports To: Director, Design & Operations
FLSA Status: Exempt
Employment Type: Full-Time
Compensation is commensurate with experience

POSITION SUMMARYThe 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