What are the responsibilities and job description for the Architectural Products Account Coordinator position at EMPIRE OFFICE INC?
About Empire & Co.
Empire & Co. is a leader in delivering innovative workplace solutions nationwide. With over 80 years of industry experience and more than 565 full-time employees, we partner with leading architects, designers, brokers, craftsmen, and manufacturers to create high-performing, cost-effective environments that solve business challenges and activate brands.
As the leading Steelcase dealer in the United States, we support a network of more than 500 manufacturers and deliver solutions that transform the way people work.
Overview
Empire & Co. is seeking an Architectural Products Account Coordinator – Walls to join our growing team and work remotely.
This role is responsible for providing exceptional customer service and operational support throughout the project lifecycle in a timely and accurate manner. Responsibilities include quote and order entry, order tracking, project coordination, installation support, and client communication.
The Architectural Products Account Coordinator will support the sales team and partner closely with vendors, operations, project teams, and clients to help ensure Walls projects are delivered accurately, efficiently, and with a high level of client satisfaction.
The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment while working effectively across distributed teams.
Key Responsibilities
Sales & Project Coordination
- Support the sales team throughout all phases of Walls project execution
- Acquire vendor pricing and verify quotes and project details
- Assist with specification review and architectural documentation
- Prepare quotes and complete order entry documentation
- Complete required order information and supporting project documentation
- Coordinate with manufacturers and vendors regarding project requirements, lead times, and deliverables
- Request Certificates of Insurance (COI) as needed
- Manage deposits, billing requirements, and project administration
- Assist with labor quote requests and project planning
- Ensure proper approvals prior to quote conversion to order
- Ensure orders are accurately processed and released within Hedberg
Order & Project Follow-Up
- Confirm receipt of purchase orders with vendors
- Confirm vendor acknowledgements and maintain project documentation
- Coordinate vendor communication and project updates
- Lead resolution of order and acknowledgement discrepancies
- Create and maintain order status reports throughout project execution
- Coordinate timelines and communicate updates across internal teams and clients
Pre-Installation
- Create Operations requests (union/non-union; standard time/overtime)
- Assist in preparing installation packages and supporting documentation
- Coordinate project readiness across stakeholders
Installation & Closeout
- Maintain punch list documentation and communicate updates to clients
- Coordinate punch list completion and follow-up activities
- Support issue resolution and freight claim coordination when required
- Support installation completion and project closeout activities
Post Installation
- Coordinate invoicing upon delivery and installation completion
- Process follow-up activities and project closeout items
- Maintain ongoing client communication to support satisfaction and issue resolution
Qualifications:
Skills & Qualifications
- High School Diploma plus 1–3 years of professional experience required
- Bachelor’s degree or equivalent combination of education and experience preferred
- Prior experience in project coordination, walls, architectural products, commercial interiors, construction, dealership operations, customer support, account coordination, or related industries preferred
- Experience supporting projects involving architectural wall systems, specialty products, demountable walls, glass systems, or related construction solutions is a plus but not required
- Proficiency with Microsoft Office Suite (Outlook, Excel, Word); experience with Hedberg or similar ERP/order management systems preferred
- Strong written and verbal communication skills
- Comfortable handling multiple priorities and deadlines simultaneously
- Strong organizational and time management skills with exceptional attention to detail
- Strong critical thinking and problem-solving capabilities
- Ability to work independently while collaborating effectively in a remote environment