AP Project Coordinator

Insidesource DEI Statement

By nurturing a culture where everyone experiences a deep sense of belonging and equity of opportunity, we will uphold our vision to “unleash human and business potential.” We commit to being an anti-ism workplace and embedding diversity, equity, and inclusion throughout our business.

Job Summary

The Project Coordinator is a key member of our project execution team, providing essential administrative, logistical, and operational support across multiple functions. This role manages order requirements, coordinates with internal teams and external partners, and serves as a central hub to ensure high‑quality project delivery, client engagement, and service outcomes. This is a hybrid position based in our Seattle office.

Essential Duties and Responsibilities:

Project Relationship Management

• Support project execution in alignment with defined roles, responsibilities, and core processes.
• Serve as a liaison between the Architectural Products Manager, Account Manager, Project Manager, and cross‑functional partners including suppliers, installers, general contractors, and end users.
• Proactively raise questions, identify risks, and escalate issues to maintain project momentum and quality.

Order Entry and Management

• Prepare accurate client quotes using specification software, applying correct vendor discounts and sales markups.
• Place orders, maintain order status reports, and ensure required client sign‑offs are obtained.
• Reconcile manufacturer acknowledgments and vendor invoices.
• Track product shipments, coordinate delivery logistics, and schedule transactional deliveries.
• Maintain close communication with the Architectural Products Manager, Account Manager, Designer, and Project Manager throughout the quote‑to‑order lifecycle.

Billing and Financial Coordination

• Initiate the invoicing process and collaborate with Accounting to confirm billing status, supplier waivers, credits, cost adjustments, and invoice discrepancies.
• Support monthly requisition submissions, including contributions to general contractor payment applications.

Project Status Management

• Lead weekly project status updates during Architectural Products Team meetings.
• Maintain accurate project status reporting through Smartsheet.

Logistics and Issue Resolution

• Support punch list management and coordinate service work at project sites.
• Initiate procurement for replacement or supplemental orders as needed.
• Provide regular status updates to general contractors, end users, and internal sales teams.

Customer Service

• Maintain a professional, positive, and solutions‑oriented demeanor with clients, vendors, and internal partners.
• Communicate clearly and transparently to support an exceptional client experience.
• Adapt to evolving project and client needs while upholding core processes and service expectations.

Project Closeout

• Prepare and deliver all required closeout documentation to ensure a complete and professional project finish

Training & Development

• Participate in vendor and dealer training programs and activities for on-going professional growth and development

Supervisory Responsibilities

None

Experience Required

• Proficient in Microsoft Office365 applications (including MS Word, Excel, and PowerPoint)
• Ability to prioritize tasks, manage competing deadlines, and take ownership of assigned work; proactive mindset with the ability to identify issues and drive resolution
• Detail and task-oriented with proven organizational and problem-solving skills
• Work independently and collaboratively in a fast-paced, deadline-driven, and team environment
• Strong customer service and interpersonal orientation
• Effective verbal and written communication skills

Preferred

• Experience working with CORE, 2020 Worksheet, Smartsheet
• Knowledge of construction terminology.
• Experience working in the contract furniture, design, or construction industries.
• Exposure with bidding, quoting and reviewing contracts

The anticipated salary range for this role is $25.00 - $28.00 per hour. Actual compensation will be determined based on factors such as experience, skills, qualifications, geographic location and internal equity.

Acknowledgement

This job description is designed to outline the essential job functions and qualifications of this position. Responsibilities may be added or removed from time to time to match the changing needs of the company.