Project Coordinator

Job Description

Position Title: Project Coordinator

Department: Operations

Reports To: Director, Design & Operations

FLSA Status: Exempt

Employment Type: Full-Time

Compensation is commensurate with experience

• Coordinate all aspects of furniture projects from order acknowledgment through final installation
• Review orders for accuracy, completeness, and compliance with customer specifications
• Create and maintain detailed project timelines with clear milestones and deliverables
• Track purchase orders with manufacturers (Haworth, Steelcase, Herman Miller, etc.) and monitor production status
• Manage customer expectations regarding project timelines, delivery schedules, and any potential delays
• Coordinate with sales team to clarify specifications, resolve discrepancies, and address change orders
• Prepare and distribute internal project status reports to stakeholders
• Conduct pre-installation site visits to verify space readiness, access requirements, and logistics
• Coordinate freight scheduling and receiving at warehouse facility
• Manage project documentation including purchase orders, shipping documents, and installation instructions

• Develop and maintain master installation schedule balancing customer requirements and crew availability
• Schedule delivery and installation dates with customers, confirming access, parking, and site requirements
• Coordinate with installation crews to assign projects based on scope, complexity, and team capabilities
• Schedule pre-installation meetings with customers to review project scope, timelines, and expectations
• Arrange freight delivery appointments with carriers and coordinate receiving at warehouse
• Optimize installation crew schedules to maximize efficiency and minimize downtime
• Proactively identify and resolve scheduling conflicts before they impact customers
• Maintain calendar system for all project-related activities and milestones
• Coordinate punch list items and schedule follow-up visits to complete outstanding work

• Serve as primary point of contact for customers during project execution phase
• Communicate order status updates, shipping confirmations, and delivery schedules to customers
• Track orders with manufacturer representatives and elevate delays or issues
• Resolve shipping discrepancies, damaged goods claims, and missing items with vendors
• Coordinate with freight carriers regarding shipping schedules and delivery requirements
• Process and track warranty claims with manufacturers
• Respond to customer inquiries regarding project status within 24 hours
• Document all customer and vendor communications in project management system

• Inspect received merchandise for damage, defects, or discrepancies against purchase orders