Senior Project Coordinator

Job Summary:

Project Coordinators own the order placement of all projects as well as handling all back-office activity for the Sales Support department. The coordinator’s primary responsibility is supporting Sales Coordinators to place orders and manage all post-order project-related tasks, such as: placing orders, coordinating service work (warranty), factory interface, handling questions/issues regarding lead times and ship dates, and order close-out.  Project Coordinators are responsible for the entire sales order fulfillment process, including management of customer orders from order entry through pre-installation, providing support to sales personnel, and accurate/timely service to customers.

Responsibilities and Duties:

1. Order Preparation
   • Reviews and proofs order for basic information (ship to, bill to, contract number, etc.), accuracy and completeness
   • Submits orders through ERP system and sends purchase orders to manufacturer partners.
2. Sales Order Management
   • Disperses order information to appropriate internal and external personnel (sales staff, operations, customer, etc.)
   • Checks acknowledgments against order; resolves discrepancies with factory and/or original Sales Coordinator.
   • Maintains master sales order and work order files, ensuring the file is complete and up to date.
   • Interfaces with factory on order status, current lead times, reservation of manufacturing for future/project orders, specials requirements, C.O.M. requirements, etc.
3. Installation/Delivery Folders
   • Prepares installation/delivery packet for operations (install drawings, delivery tickets, etc.)
4. On-going
   • Participate in team meetings as scheduled.
   • Communicates with customers regarding order status, punch list resolution, and the scheduling of orders for delivery/installation when Project Manager is not assigned. Including providing clarifications and answers for customer’s questions regarding order issues, as needed.
   • Manage warranty claims with vendor partners submitted by the PM Team and/or customers.
5. Other duties as assigned.

Qualifications and Skills:

• Required skills
  • 3 to 5 years of experience in customer service-related field
  • Microsoft Office Suite
  • Exceptional customer service skills & multi-tasking abilities
  • Work in fast-paced environment
  • Build strong relationships with internal team (such as sales, design & project management)
  • Detail-oriented
  • Ability to organize and prioritize workloads
  • Communicate effectively across multiple departments

• Preferred skills
  • Moderate to a high level of product knowledge
  • Moderate to high-level expertise in vendor/customer discounting
  • Moderate to a high level of independence – able to work with minimal supervision
  • Khameleon (Business System)
  • Project Spec (product specification software)
  • PlanGrid
  • Adobe Acrobat