Project Coordinator

Summary

Speclines is seeking a highly organized and proactive Project Coordinator to join our team. In this role, you will be responsible for coordinating project planning, execution, and delivery, ensuring that all elements of the project align with client and internal expectations. You will collaborate with a variety of people outside of Speclines, including manufacturers, contractors, designers, distributors, and end users, to ensure smooth project execution from start to finish. Additionally, you will play a key role in managing customer relationships, providing technical support, and contributing to the development and maintenance of company systems and processes.

Key responsibilities include project planning and coordination, sales support, customer relationship management, quotations management, project documentation, quality control, and post-project support. The ideal candidate will possess strong problem-solving skills, attention to detail, and a customer-centric approach to ensure the successful completion of projects within scope and on time.

Responsibilities

Project Planning & Coordination:

• Coordinate with internal staff, customers, and our manufacturers to ensure all project elements are aligned and completed on time.
• Define project scope, objectives, and deliverables in collaboration with sales, customer, and manufacturer teams.

Sales Support & Customer Relationship Management:

• Serve as the primary point of contact for Speclines and customers regarding project status, product availability, RMA and technical support.
• Assist sales staff in identifying potential project opportunities.
• Establish and maintain strong customer relationships by providing ongoing support and ensuring customer satisfaction.

Project Documentation & Reporting:

• Maintain accurate and up-to-date project documentation, including construction plans, orders, project specifications, shop drawings, and other technical information.
• Prepare and deliver regular project status updates to management and customers, highlighting key milestones and challenges.
• Provide submittals for lighting products to project construction teams, including all certifications, test reports, calculations, and technical shop drawings.

Quotations Management:

• Oversee the creation of quotations and ensure all quotations reflect the correct product specifications, project requirements, pricing, terms, and delivery schedules.
• Collaborate with manufacturer and sales teams to identify client needs and ensure that quotes align with project requirements and client expectations.

Optimize Company Systems and Cross-functional Collaboration:

• Work closely with design, sales, and CRM staff to ensure that customer requirements are met and to make continuous improvements to internal systems and SOPs.
• Identify opportunities for process improvements and efficiency gains throughout the project management cycle.
• Stay informed of industry trends and best practices to ensure the company’s offerings remain competitive and innovative in the marketplace.

Quality Control, Problem-Solving & Issue Resolution:

• Proactively identify and address potential project challenges, including technical issues, customer concerns, or logistical delays.
• Work cross-functionally with sales representatives, manufacturers, and customers to resolve any quality control conflicts or concerns in a timely and professional manner.

Post-Project Support:

• Oversee project closure activities, including customer feedback collection and documentation of project learnings.
• Provide after-sales support for clients, including troubleshooting, maintenance advice, and warranty issues.

Qualifications

• 2 years of experience in project coordination or project management, preferably in a manufacturing or technical industry.
• Strong organizational and time management skills with the ability to handle multiple projects simultaneously.
• Excellent verbal and written communication skills, with the ability to interact effectively with internal teams, customers, and vendors.
• Strong attention to detail and ability to maintain accurate project documentation.
• Ability to read and understand technical documents, such as construction plans, specifications, and shop drawings.
• Strong problem-solving skills and the ability to address project challenges proactively.
• Demonstrated ability to build and maintain positive customer relationships and work collaboratively across teams.
• Ability to adapt to changing project requirements and a fast-paced environment.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Drive) and Adobe Acrobat.
• Experience with CRM systems is a plus.
• Basic knowledge of lighting products or the construction industry is a plus.
• Experience with quotations, sales support, and managing customer expectations is a plus.

Job Type: Full-time

Pay: $59,759.00 - $65,312.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave

Compensation Package:

• Weekly pay
• Yearly bonus

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Sandwich, MA 02563 (Required)

Work Location: Hybrid remote in Sandwich, MA 02563

Salary : $59,759 - $65,312