Project Coordinator

 The primary responsibility is to maintain a high level of service to our customers through managing the order process and closeout of each proposal. Project Coordinators (PCs) are responsible for the generation and processing of sales orders in our operating system, Core. They track, schedule, and coordinate each order through delivery and installation. PCs collaborate with Sales and Project Managers to ensure that each job is closed out with the customer and in Core. They also are the point of contact for ongoing service-related issues for the customer and process solutions until completed. 

What You’ll Do
Essential Duties and Responsibilities include the following, but others may be assigned. 

  • Update Customer and Vendor profiles in Operating System (Core)
  • Maintain relationships and working processes with each vendor, as defined by that vendor.
  • Generate deposit invoices.
  • Administer Weekly Sales Team Meetings, where you review:
    • Upcoming installation schedule, meetings, and walkthroughs
    • Quotes in progress.
    • Orders in pending/hold statuses.
    • Current ship dates
    • Open punch lists
    • Additional team notes or happenings
  • Order Entry Processing
    • Code line items to align with accounting and order processing needs.
    • Ensure taxes are applied correctly to each order.
    • Process Purchase Orders with Vendors
  • Order Management
    • Verify Acknowledgments
    • Resolve pricing and other order discrepancies.
    • Request and confirm order changes.
    • Create and send status reports to clients or Project Manager
    • Track Orders and expedite late orders to meet requested installation dates.
  • Schedule Deliveries, and Installations
    • Maintain the Work Order Database
    • Send final ‘Install Packet’ to installation company (drawings from Design, delivery tickets, site notes, etc.) for orders without a PM.
    • Verify all parties are confirmed and have the appropriate instructions.
    • Obtain and file receiving and delivery documentation from installation companies.
  • Research receiving issues.
  • Assist in oversight and processing of punch orders.
  • Follow established policies, processes, and guidelines to close out a project.
  • Manage and confirm correctness of customer backlog and invoice projection reporting.
  • Handle incoming customer service calls/emails.
  • Assist in creating and sending small quotes to customers.
  • Clearly communicate with all team members, internal and external, ensuring that everyone is on the same page.

TO APPLY: Send resume to [email protected]