Program Coordinator

Matter Surfaces is an industry-leading commercial flooring company headquartered in southeastern Massachusetts, with distribution centers throughout the U.S., a showroom in New York City, and a nationwide sales network. We take pride in building strong partnerships with our clients, vendors, and one another - and we believe our success is tied to the success of those around us. As part of the Gerflor Flooring Group, a global leader in designing, manufacturing, and distributing innovative, environmentally responsible commercial flooring solutions, we have access to world-class products, resources, and expertise from around the world.

We are a team of passionate individuals who think that our business isn’t just our products, it’s our

relationships. We pride ourselves on building partnerships with our clients, vendors and each other and believe that we succeed when those around us do. We live by our values of passion, collaboration and impact and create an open environment in which everyone has a voice, is listened to and is valued for their contributions. Our people are our greatest asset and the core of our success.

The Selected Services Program Coordinator will coordinate and work alongside administrator support on projects to ensure that goals or objectives are accomplished within the customers schedule and budget, communicating changes internally and externally, project scope analysis, planning, the coordination/execution of all applicable services, and program reporting. This position requires strong knowledge base of all aspects of program coordinating, commercial flooring projects/programs, customer service, including account oversight, order preparation, and installation services.

• Assist clients with product questions and documentation per program focus
• Process budgetary quotes, proposals and orders via Net Suite system
• Resolve issues associated with orders, delivery, installation, coordination, etc.
• Provide professional customer service and communications.
• Understanding of freight terms and delivery timing.
• Coordinate delivery times with installers.
• Work with Program Administrator to prepare work orders & subcontractor invoices.
• Work with installer regarding scope of work details and installation scheduling.
• Coordinate with customer to establish an installation schedule and ensure that installations are completed by committed dates, times and that customers is satisfied with the project outcome.
• Complete all upfront and closeout installation paperwork.
• Work with the Accounting Department to ensure that installers are compensated and the customers are billed for the service completed.
• Provide timely communications throughout project to client and project team.
• Provide single point of contact.

• Utilizing Net Suite System as well Excel, track projections for material needs, installation dates, material specifications, and contact details.
• New Account Application processing.
• Coordinate Project Kick Off Meetings & Project Calls.
• Product Allocation
• Review & Submit Invoice for both Customers and Installer along with processing AIA & Pay App Documents.
• Be on call after work hours (evenings and weekends), as needed, for support of on-site installers.
• Occasional travel to job sites both overnight and same day (10-20%).

• Detail oriented, accurate, highly organized with excellent follow through
• Strong analytical and problem solving skills to resolve problems independently.
• Flexible/adapts easily to changing priorities; able to prioritize own work independently and make schedule changes to meet the needs of the customer.
• Ability to multi-task and recognize critical/time-sensitive information from the flow of routine information.
• Ability to oversee site installation, including performance of work, installation administration and timeliness of task completion.
• 1-3 years’ experience in the Commercial Flooring and/or construction industry preferred.
• 1-3 years of program coordinating experience.
• Ability to read architectural plans.
• Advance knowledge of MS Office (Word, Excel, and Outlook).
• Pr…