Project Coordinator – Workspace Solutions Company

About the Role

Our client is a workspace solutions company specializing in the design, specification, and delivery of commercial furniture and interior environments. As projects move from sale to installation, the Project Coordinator serves as the operational backbone—managing pricing, quoting, vendor communication, order placement, shipment tracking, and invoicing to keep every project on time and on budget.

This is a detail-intensive coordination role that sits at the intersection of sales, design, project management, and vendor operations. You will collaborate daily with internal teams and external manufacturer partners, and your accuracy and follow-through will directly impact client satisfaction and project outcomes.

Key Responsibilities

Pricing and Quoting

• Request and obtain accurate pricing from manufacturers and vendor partners
• Prepare detailed quotes for internal review and client presentation
• Update and revise quotes as project scope or product selections change
• Verify product details, lead times, and availability before finalizing any pricing

Order Processing and Documentation

• Create purchase orders and submit product orders to manufacturers
• Review order acknowledgements for accuracy in quantities, specifications, lead times, and pricing
• Track all orders from placement through shipment, proactively addressing delays or discrepancies
• Maintain complete and accurate project documentation including quotes, POs, acknowledgements, tracking information, and change updates

Project and Team Coordination

• Collaborate daily with Sales, Project Managers, and Designers to support project needs and timelines
• Communicate proactive status updates on orders, lead times, and product availability
• Assist the team with administrative and coordination tasks needed to keep projects on track
• Support logistics planning by providing timely order information and shipment details

Issue Resolution and Punch-List Support

• Monitor punch-list items in partnership with Project Managers
• Ensure corrective products are ordered quickly and accurately when issues arise
• Track resolution progress through to completion and confirm client satisfaction

Invoicing and Financial Accuracy

• Generate accurate invoices based on final order details and project data
• Confirm product quantities and pricing align with client agreements and order acknowledgements
• Support the Accounting team with documentation or clarifications as needed

What This Role Requires

Experience and Background

• Experience in project coordination, commercial furniture or interior product operations, or a closely related field is preferred
• Familiarity with order-entry workflows, vendor management, or procurement processes is a strong advantage
• Experience working with manufacturers, lead times, and product acknowledgements is a plus
• Background supporting cross-functional teams in a fast-paced project environment

Skills and Attributes

• High attention to detail. Pricing, quantities, and specifications must be right every time—errors here have downstream consequences for clients and projects.
• Strong organizational skills. You manage multiple open projects simultaneously without losing track of any.
• Proactive communicator. You surface issues and provide updates before people have to ask.
• Strong problem-solving instincts. When an order is delayed or a discrepancy surfaces, you move quickly to identify the resolution and communicate clearly.
• Team-oriented. You work closely with Sales, Design, Project Management, and Accounting—your success depends on theirs.

Tools

• Microsoft 365 (Outlook, Excel, Word, Teams) — required
• Order-entry or project management software — familiarity is a plus; training provided
• Reliable high-speed internet and a professional remote workspace