Project Coordinator

Job Description

Job Description

WELCOME!

Position Overview

We are seeking a highly organized and proactive Project Coordinator to support project tracking, cross-functional communication, documentation, and operational follow-through. This role ensures that projects stay on schedule, action items are completed, documentation is maintained, and teams remain aligned on priorities and deadlines.

The ideal candidate is detail-oriented, comfortable managing multiple projects simultaneously, and confident following up with different departments to ensure accountability. This is a hands-on coordination role that supports project execution, inventory planning, reporting, and system implementation.

Key ResponsibilitiesProject Tracking & Coordination

• Maintain project trackers and ensure all tasks have clear owners, updated statuses, deadlines, and next steps.

• Review outstanding tasks regularly, follow up on delays, and escalate blockers when necessary.

• Keep project notes, decisions, timelines, and supporting documents organized and accessible.

• Track project risks, outstanding issues, dependencies, and action items across departments.

• Prepare weekly status updates and reports for management.

Documentation & Reporting

• Maintain organized project records, including procedures, agreements, purchase orders, reports, templates, and meeting notes.

• Track document versions, approvals, ownership, and completion dates.

• Ensure project deliverables are properly documented before tasks are marked complete.

• Maintain standard operating procedures (SOPs), process documentation, and responsibility matrices (RACI).

• Update KPI dashboards, performance reports, and other operational tracking tools.

Project & Product Coordination

• Track projects from initial quotation through approvals, purchasing, production, shipping, and final completion.

• Ensure required project documentation, estimates, approvals, and identifiers are in place at each stage.

• Follow up on outstanding quotations, deposits, approvals, and other requirements that may delay progress.

• Coordinate purchase requisitions and purchase orders for approved projects using the company's ERP system.

• Track incoming materials, packaging, and other project-related items, identifying discrepancies or shortages.

• Coordinate production schedules, pick lists, shipping details, and required documentation.

• Monitor required certificates of analysis (COAs) and follow up with internal teams or external partners when documents are missing.

• Communicate project progress, inventory updates, and estimated timelines to the relevant teams.

Inventory & Operations Support

• Prepare weekly inventory replenishment schedules and production requisitions based on operational plans.

• Maintain accurate inventory and packaging records, including quantities, locations, and movement between facilities or external partners.

• Coordinate with warehouse, production, purchasing, and logistics teams to ensure information is accurate and up to date.

• Track inventory discrepancies, outstanding receipts, and other operational issues.

• Support monthly reconciliations and reporting by ensuring project records are complete and accurate.

ERP Implementation Support

• Track implementation tasks, requirements, testing activities, training, and outstanding system issues.

• Maintain implementation documentation, including workflow maps, data templates, test scripts, and training materials.

• Coordinate information gathering and data cleanup across departments.

• Schedule meetings with internal teams and implementation partners, prepare agendas, document decisions, and track follow-up actions.

• Coordinate user access and training completion for employees involved in testing.

• Distribute test scripts, collect results, document defects, and confirm that issues are resolved before closure.

• Prepare item master, SKU, and bill of materials (BOM) data according to established requirements.

• Ensure internal documentation and data files meet agreed formats before submission to implementation partners.

Cross-Functional Communication

• Coordinate regularly with Sales, Purchasing, Accounting, Logistics, Warehouse, Production, and other relevant teams.

• Lead weekly reviews of active projects and identify missing approvals, documents, materials, or other outstanding requirements.

• Communicate process requirements and help ensure teams follow established procedures.

• Keep relevant stakeholders informed of project status, inventory availability, and potential delays.

• Schedule recurring meetings, circulate agendas, record decisions, and distribute action items promptly.

• Prepare meeting summaries and status reports for management review.

General Administrative & Process Support

• Convert verbal instructions and informal requests into clear, actionable task lists.

• Coordinate SOP and process-document reviews, approvals, and publication.

• Maintain shared document libraries and ensure records are organized and current.

• Prepare weekly project review materials, including timeline changes, dependencies, and potential delays.

• Support the Senior Project Manager with reporting, follow-ups, and implementation of established processes.

QualificationsRequired

• At least 2 years of experience in project coordination, operations coordination, project management support, or a similar role.

• Experience tracking action items and coordinating work across multiple departments.

• Proficiency with monday.com or a similar project management platform, including boards, dashboards, and automations.

• Intermediate Microsoft Excel and Google Sheets skills, including lookups, pivot tables, and data cleanup.

• Strong organizational skills and the ability to manage multiple projects and deadlines simultaneously.

• Ability to prepare clear, accurate written status reports with minimal supervision.

• Strong written and verbal communication skills.

• Willingness to work on-site in production and warehouse environments when needed.

Preferred

• CAPM certification or progress toward a project management certification.

• Experience in manufacturing, fulfillment, inventory management, or third-party production coordination.

• Familiarity with ERP, inventory, or accounting systems such as SKUVault, QuickBooks Online, Acumatica, or Katana.

• Experience with SOPs, RACI matrices, document control, and process improvement.

• Experience coordinating projects between operational teams and customer-facing departments.

Performance Expectations

Success in this role will be measured by:

• Accurate and consistently updated project trackers.

• Timely follow-up on outstanding tasks, approvals, and project blockers.

• Complete and accessible project documentation.

• Reliable weekly project, inventory, and production reporting.

• Accurate inventory and project records.

• Timely coordination of meetings, implementation activities, and action items.

• Consistent communication between departments and early escalation of delays or issues.

Compensation & Schedule

$60,000-$65,000 per year

Monday-Friday 9:00 am-5:00 pm on-site in Fort Lauderdale