Project Management Coordinator

Description

Job Scope & Summary

The purpose of the Project Management (PM) Coordinator is to perform the ordering, processing, execution and submitting to accounting for invoicing of office furniture products or related items ensuring customer satisfaction both internally and externally.  The PM Coordinator is responsible for the successful implementation of all furniture-related projects from the initial point of sale through punch list resolution; to communicate issues as needed to the Account Executive, Project Operations Manager and COS Market VP; and to understand and apply all aspects of the furniture processes within the dealership.

Essential Responsibilities

The Project Management Coordinator is responsible for the following results: 

• Ensuring accuracy of a sales order by reviewing, verifying, and processing vendor acknowledgements, specifically verifying cost and delivery date.
• Preparing sales orders by reviewing information and obtaining the necessary approvals.
• Processing sales orders by verifying selling price and placing the purchase order into various software applications. 
• Creating job order packets or other related sales order information for large/complex projects (including purchase order, status reports, project checklist, labor quote, and drawings if applicable) in a timely manner.
• Keeping internal and external customers informed of order status by preparing reports and communicating results on a regular basis.
• Planning, directing, and coordinating activities of the project (including project schedules, order phasing, product shipping and delivery, and installation.) to ensure goals or objectives of the project are accomplished within prescribed time frame, within the budgeted parameters, and within the defined project management policies and procedures.
• Generating quotes for labor, materials, and project management services to assist the sales team in responding to bids.
• Ensuring service delivery by performing site inspections and walkthroughs to verify critical information and review project progress, including pre-installation site walkthrough, pre-punch walkthrough with installation team, and punch walkthrough with the client.
• Initiating, establishing, and maintaining business relationships with all key stakeholders of the project whether internal or external to the company.
• Working directly with the client regarding changes to the project scope, assessment of possible constraints and identification of new service opportunities.
• Facilitating and attending necessary internal and external meetings and preparing necessary status reports to ensure project tasks are completed in a timely fashion.
• Ensuring signoff from the customer that the job was completed by reviewing the job packet sent back from Distribution, communicating to Sales any outstanding issues.
• Preparing the completed sales order for invoicing by closing out the job order, ship confirming, capturing all products and services and notifying Accounting.
• Continuously update invoice forecasts electronically by comparing lead time, acknowledgements, and installation schedules in a timely manner.
• Handling internal and external customer questions or issues by researching and taking appropriate action in a timely manner.
• Contributing to a team effort by accomplishing related results for projects as needed.

The Qualifications and/or Experience

• Achieving and maintaining technical and professional proficiency related to current job position and areas of expertise, specifically order processing and project management processes, working knowledge with Microsoft Office Suite
• Demonstrating detail orientation and the ability to coordinate multiple responsibilities, understanding the importance of doing quality work, adhering to the standards to prevent errors, and working effectively with high volume workload.
• Technical and professional proficiency applying project management methodology and technical skills to create, read, and interpret project plans and specifications for internal and external customers.
• Achieving results by driving issues to closure and getting the job done on time.
• Demonstrating dependability by fulfilling commitments consistently and reliably
• Demonstrating flexibility and adaptability by being able to change courses swiftly and purposefully when the needs of the business change
• Communicating effectively by interacting in a clear and compelling way that builds understanding and commitment with a wide range of people, both within and outside the company.
• Ability to build customer loyalty by discovering what is important to the customer (internal and external) and responding to it.
• Demonstrating teamwork and collaboration by building and sustaining productive working relationships across a diverse spectrum of people.
• Demonstrating integrity and trust by acting ethically and gaining the trust and respect of others
• Demonstrating initiative by recognizing opportunities or problems and acts.
• The ability to learn from experiences of self and others to solve problems and identify new solutions, shares knowledge generously.
• Possessing an understanding overall of the office furniture industry and the company’s products and services
• Must be able to perform all essential functions of the position with or without accommodation.

Work Environment and Physical/Mental Demands

The work context described here is representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Working environment - Indoors 70% of the time.  Typical office environment. 30% of the time, you must be able to travel to various client locations throughout Colorado.  Must be able to drive own personal vehicle to and from locations Physical activities – A sedentary position.  Working at a desk, on the phone, filling out paperwork and computer work 70% of the time.  Requires ability to bend, twist and lift when doing filing. Visual acuity requirements are normal field of vision.  Mental abilities – ability to work with numbers, research complex issues and resolve problems.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

Qualifications

Salary : $24 - $28