Hybrid Project Coordinator- Commercial Office Furniture presso OFFICE IMAGES INC

Description

Job Description:

Manages customer relationship from project inception through closeout for multiple accounts as a part of a 2-person team (Account Designer or Account Manager + Project Coordinator). The team is responsible for RFP/Bid responses, all project and daily work order activities, driving new business opportunities through cross-selling products and services, and full customer satisfaction. Directly accountable for retention and growth of customer accounts. 

Requirements

Qualifications:

· Bachelor’s degree in business or experience in relevant field

· Experience with specification tool Project Spec, and purchase ordering software Team Design preferred

· Proficient in Microsoft Office Suite tools: Outlook, Word, Excel, Powerpoint

· Ability to work in a team environment while also being self-motivated

· Strong organizational skills and attention to detail

· Ability to analyze and solve problems

· Able to work well in a fast-paced environment and meet deadlines consistently

· Knowledge of budgeting and basic business financials

· High level of communication and interpersonal skills

· Leadership/project management experience

· Purchasing/negotiating skills

Specific Responsibilities and Duties:

Customer/Account Servicing

· The team is the single point-of-contact for coordinating all dealer activities, services, orders and personnel for each assigned account; is responsible for account team’s performance, including all marketing and operational decisions made by team members

· Provides timely response to customer’s requests for products, services and/or information

· Maintains comprehensive understanding of customer’s needs, corporate goals, business practices and satisfaction/performance criteria

· Is responsible for on-going relationships with client personnel and client third parties (contractors, A&D firms, etc.)

· Provides frequent and regular status reports to customer regarding project and work order status

· Attends project and account meetings as necessary

Sales Order Management

· Introduces new products and services to grow and expand business

· Maintains project budget and guarantees business profitability through accurate costs and sell amounts for all product and services based on contract pricing, gross margin guidelines, and established service pricing

· Produces timely, detailed, and accurate project quotes to customer

· Ensures documentation standards are maintained for all account activities; ensures dealership process and procedures are followed

Project & Work Order Management

· Oversees all customer projects and work orders, ensuring standards of performance are met

· Manages and coordinates dealer team for implementation of customer orders and service requests including designers, project managers, installation managers, customer representatives/project coordinators, installation crews, etc.

· Reviews work plans, schedules, and logistics established for customer’s projects

· Coordinates with client third parties

· Ensures timely invoicing and project closeout; assists with collecting account payables for completed projects

· Communicate and updates customer consistently on key project milestones

Proposal Generation & Bid Response

· Request and process pricing quotations from product and service vendors

· Secure all freight/surcharges from vendors on all proposals as needed

· Assist with and developing bid response materials and submissions

· Request and organize product information

· Develop proposals

Project Processing

· Evaluate proposals for accuracy and completeness

· Issue purchase orders to suppliers

· Work with sales and suppliers to resolve any discrepancies with pricing or product attributes

· Track, process, and reconcile order acknowledgements

· Submit check / deposit requests to accounting and ensure timely delivery to vendor

· Track shipment of products to ensure timely and accurate delivery based on project timeline

· Troubleshoot and resolve problems

· Project closeout for invoicing within 24-48 hours of project completion

· Submit COI requests

· Collaborate with Commercial Service and Sales Team to schedule projects with necessary paperwork and installation plans thru IQ

Corrective Actions & Punch Processing

· Process all vendor punch within 24-48 hours of receipt

· Collect reimbursement for labor costs and product with necessary documentation

· Records and keep updated tracking spreadsheet Customer Service

· Facilitate communications amongst all involved parties regarding projects in process

· Assist with work overflow and backup other Account Coordinators as needed

Tasks and responsibilities may be added or changed from time to time as Senior Management evaluates position for growth and opportunities.

Work Hours

Generally, Mon – Fri 8:30am to 5:30pm with occasional evenings for industry events. Opportunity for flexible work hours will be considered.