On Site Service Coordinator

PIVOT INTERIORS

Our organization includes a strategic team of big thinkers and creatives who truly work interdependently. Whether designing projects for our innovative clients, developing multi-pronged marketing strategies, or delivering a preeminent customer experience, we are constantly finding ways to underscore our promise to partner with our clients to make inspiring spaces that unlock their people’s greatest potential. The pace is fast, the learning is constant…but as part of a team this driven, the possibilities are endless.

 Your Role at Pivot

The On-Site Service Coordinator serves as the primary on-site representative responsible for overseeing furniture installation services and ensuring alignment with client expectations. This role involves performing on-site reviews, managing quality control, and maintaining direct communication with client project managers to ensure smooth and successful project execution. The ideal candidate has excellent organizational, communication, and customer service skills, with a background in furniture installation or project coordination.

In Addition, You Will be Responsible for:

 On-Site Project Review and Quality Assurance:

• Conduct on-site reviews of furniture installations, ensuring compliance with project specifications, design plans, and quality standards.
• Identify and resolve any installation issues or discrepancies, working with installation teams to ensure client expectations are met.
• Perform quality control checks throughout each phase of the installation process, addressing any concerns proactively.

Client Communication and Relationship Management:

• Serve as the primary on-site point of contact for client project managers, providing regular updates on project status, timelines, and any potential issues.
• Respond promptly to client inquiries, offering solutions or coordinating with internal teams to meet project requirements.
• Build and maintain positive relationships with clients, addressing their concerns and fostering long-term satisfaction.

Project Coordination and Scheduling:

• Coordinate installation schedules with client project managers, internal teams, and subcontractors to ensure projects are completed on time and within budget.
• Manage day-to-day on-site activities to ensure alignment with project timelines and communicate any scheduling changes or delays to the client and internal teams.
• Collaborate with internal logistics and warehouse teams to ensure timely delivery of furniture and materials.

Issue Resolution and Problem Solving:

• Identify and troubleshoot on-site issues related to furniture installation, ensuring timely resolution to avoid project delays.
• Escalate any complex issues or unforeseen challenges to management, providing solutions and recommendations.
• Track and document any client feedback or recurring issues, collaborating with internal teams to improve service quality.

Documentation and Reporting:

• Maintain accurate records of on-site reviews, including detailed notes on project progress, quality checks, and client communications.
• Prepare daily and weekly reports on installation progress, quality issues, and client interactions for internal and client review.
• Ensure all required documentation, including client signoffs and punch lists, are completed and submitted in a timely manner.

Safety and Compliance:

• Ensure all on-site activities adhere to safety regulations and company policies, conducting safety checks and briefings as needed.
• Identify any potential safety hazards on site and take appropriate measures to maintain a safe work environment.
• Ensure compliance with company, client, and regulatory standards during all phases of the project.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

We’re Excited About You If You Have

• A high school diploma or equivalent; a degree in Project Management, Business, or related field is a plus.
• 5 years of experience in furniture installation, project coordination, or a related field, with direct client-facing experience.
• Strong communication and interpersonal skills, with the ability to build and maintain client relationships.
• Excellent organizational and problem-solving abilities, with attention to detail and accuracy.
• Familiarity with reading and interpreting floor plans, blueprints, and furniture installation specifications.
• Ability to work independently and manage multiple priorities on site.
• Experience in commercial furniture installation or facilities management.
• Knowledge of quality control and customer service best practices.
• Proficiency with project management tools and CRM systems.
• A client-focused approach with strong service orientation.
• Ability to manage and prioritize on-site activities effectively.
• Skilled in issue resolution and proactive problem-solving.
• Strong attention to detail and commitment to quality.
• Effective written and verbal communication skills.

 LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to read and analyze architectural drawings and blueprints. Ability to write reports, and professional business correspondence (such as proposals, quotations, letters), in English.  Ability to effectively and professionally present information, written and verbal, in English, and respond to questions from management, clients, vendors, and the public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

None.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is regularly required to sit; concentrate intensely; talk and hear. The employee frequently is required to stand; walk; and use hands to finger, handle, or feel, and operate a computer keyboard, mouse, and telephone keypad. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 75 pounds with assistance and/or equipment.   Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, outside weather conditions, and risk of electrical shock if working at client site. The noise level in the work environment is usually moderate.

*Equal Opportunity Employer–minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity.