Project Coordinator

Job Title:

Project Coordinator - Relocation Project Management

Job Description

The Relocation Project Management Coordinator provides essential operational and administrative support to the move management team, ensuring smooth, efficient, and well-documented relocation activities. This role serves as a key liaison between clients, vendors, and internal teams, coordinating day-to-day move activities, maintaining accurate data in relocation and CAFM systems, and supporting ergonomic and workspace accommodation requests.

Responsibilities

+ Schedule meetings and conference rooms for the move management team to support ongoing relocation projects.

+ Assist in preparing proposals for new relocation and move management projects.

+ Maintain and update the operations manual to ensure processes and procedures remain current and accurate.

+ Receive and process client move requests, managing daily individual move requests from end to end.

+ Take detailed meeting minutes and distribute them promptly to the project team.

+ Create and distribute move communications, move packets, and labels to clients to ensure clear instructions and smooth execution.

+ Perform pre-move and move day duties, including furniture inventory, pre- and post-move inventory, check-outs and check-ins, hanging move signage, and supervising movers.

+ Compare vendor and subcontractor invoices to purchase orders or subcontracts to ensure accuracy and alignment with agreed terms.

+ Input data into the CAFM system to maintain accurate occupancy and relocation information.

+ Proactively manage project-related issues on the project or account and communicate outstanding issues to the team lead.

+ Coordinate scheduled move activity with property management, facilities management, vendors, and all parties involved in relocations.

+ Ensure all project and account activities and processes are performed in a manner consistent with documented processes and established policies and procedures.

+ Incorporate relocation project management best practices into daily work and project execution.

+ Coordinate work orders and small project execution with vendors, installers, and trades, including furniture reconfigurations and space enhancements.

+ Ensure data accuracy within relocation management systems and CAFM systems.

+ Assist in entering and processing information during post-move help desk activities to support employees after relocations.

+ Receive and process client ergonomic requests and coordinate ergonomic assessment scheduling with end users.

+ Conduct ergonomic assessments, order products as necessary based on assessment findings, and follow up to ensure proper implementation.

+ Coordinate with client representatives to provide employees with appropriate workstation accommodations as needed.

+ Report ergonomic assessment results and product distribution in client systems as required.

+ Ensure all ergonomic-related activities and processes are performed in a manner consistent with documented processes and policies.

+ Work collaboratively with the assigned team to achieve project objectives and deliver high-quality relocation services.

+ Observe and identify client cultures and individual learning styles, seeking guidance on how to work effectively within the environment.

+ Perform assigned tasks under direct supervision while demonstrating initiative and attention to detail.

Essential Skills

+ 0-3 years of experience in project coordination, relocation, or moving-related activities.

+ Excellent written and verbal communication skills.

+ Strong attention to detail and accuracy in documentation and data entry.

+ Ability to multi-task and manage several activities simultaneously.

+ Ability to work effectively both in a team environment and independently.

+ Strong interpersonal skills with the ability to interact professionally with executive-level internal and external clients.

+ Organizational skills with the ability to prioritize and manage differing needs of the business.

+ Basic proficiency with Microsoft Office products, including Word, Excel, and Outlook.

+ Flexibility with work hours and travel as needed to support move activities.

Additional

Skills & Qualifications

+

Experience with project coordination in relocation, move management, or facilities environments.

+ Familiarity with CAFM systems and occupancy data management.

+ Comfort working in a fast-paced, operational environment with changing priorities.

+ Ability to learn and follow documented processes, policies, and best practices.

+ Capacity to observe and adapt to different client cultures and working styles.

Work Environment

This role is based onsite at a client location in McLean, Virginia, with free parking available on the premises. The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with flexibility in hours as needed to support move activities and project demands. The position operates in a professional office and facilities environment, working closely with property management, facilities management,…