Project Experience Coordinator

# Project Experience Coordinator###

Job Description
* You’re the person who makes sure nothing falls through the cracks between everyone else’s job. You can jump from a quote to a purchase order to helping the Learning Strategist prep for a workshop to fielding a vendor’s question, all in the same afternoon, and you’re just as comfortable talking to a manufacturer as you are to a client. If being the connective tissue on a project team – internally and externally – sounds like exactly what you’re good at, keep reading.

This is what it looks like to be the right hand to the Project Manager at Kay-Twelve.
*** Qualifications (Who)
** This person is the Project Manager’s right hand – the connective tissue that keeps quoting, procurement, and project tracking accurate and moving across every system Kay-Twelve project data lives in. Beyond direct support to the PM, this person can flex to support the Learning Strategist and Design Solutions Manager with coordination, logistics, and documentation tasks within this seat’s scope – the PM sets priorities when support needs compete – and stays connected – internally and externally – to every stakeholder touching a project.

He or she is detail-oriented and highly organized, follows through and ensures nothing falls through the cracks, and communicates clearly and proactively across multiple systems and tools. This person takes ownership of work and ensures accuracy, working closely with Project Managers, the Design Solutions Manager, vendors, and internal teams to ensure that all project data, documentation, and order details are complete, accurate, and progressing as expected.

Above all, this person lives Kay-Twelve’s core values – Be the Change, You Belong Here, Listen. Care. Follow-Through, and LFG! – and maintains consistent, positive communication with PMs, the Learning Strategist, the Design Solutions Manager, vendors, and every project stakeholder on every assigned project.
** Responsibilities (What)
** The Project Experience Coordinator’s responsibilities include, but are not limited to, the following:
** Scorecard KPI:
** PO & Quote Turnaround — timeliness of initial quotes and revisions, tracked on the team scorecard in Ninety.
1. Register Kay-Twelve with manufacturers for project registration purposes.
2. Prepare accurate and timely quotes within the company’s project management software – primary support to PMs and the Design Solutions Manager.
3. Request quotes from manufacturers and compile pricing.
4. Cross-reference manufacturer acknowledgments to ensure accuracy.
5. Support creation and accuracy of purchase orders and procurement documentation.
6. Submit and manage installation requests, and back up Design Production and Installation as needed.
7. Enter and maintain accurate project data across company software systems.
8. Track project and task status and readiness leading up to PO approval.
9. Upload and organize pricing, approvals, and supporting documents.
10. Ensure project files are complete and structured for post-PO handoff.
11. Learn and adapt to system updates and new operational tools.
12. Work closely with the rest of the Operations team to keep projects moving.
13. Support small and transactional projects as assigned.
14. Provide responsive, detail-oriented assistance to project teams.
15. Participate in internal pre-PO handoff preparation.
16. Support the Learning Strategist with discovery-session logistics, workshop coordination, and documentation as needed.
17. Support the Design Solutions Manager with day-to-day production coordination when capacity requires it.18. Serve as an internal and external connection point across project stakeholders – clients, manufacturers, vendors, consultants, and internal teams – on logistics,…