Program Coordinator

COMPANY OVERVIEW

Matter Surfaces is an industry-leading commercial flooring company headquartered in Southeastern Massachusetts, with distribution centers throughout the U.S., a showroom in New York City, and a nationwide sales network. We take pride in building strong partnerships with our clients, vendors, and one another - and we believe our success is tied to the success of those around us. As part of the Gerflor Flooring Group, a global leader in designing, manufacturing, and distributing innovative, environmentally responsible commercial flooring solutions, we have access to world-class products, resources, and expertise from around the world.

We are a team of passionate individuals who think that our business isn’t just our products, it’s our

relationships. We pride ourselves on building partnerships with our clients, vendors and each other and believe that we succeed when those around us do. We live by our values of passion, collaboration and impact and create an open environment in which everyone has a voice, is listened to and is valued for their contributions. Our people are our greatest asset and the core of our success.

POSITION OVERVIEW

The Selected Services Program Coordinator will coordinate and work alongside administrator support on projects to ensure that goals or objectives are accomplished within the customers schedule and budget, communicating changes internally and externally, project scope analysis, planning, the coordination/execution of all applicable services, and program reporting. This position requires strong knowledge base of all aspects of program coordinating, commercial flooring projects/programs, customer service, including account oversight, order preparation, and installation services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Customer & Internal Reporting

• Assist clients with product questions and documentation per program focus
• Process budgetary quotes, proposals and orders via NetSuite system
• Resolve issues associated with orders, delivery, installation, coordination, etc.
• Provide professional customer service and communications.

Freight Management

• Understanding of freight terms and delivery timing.
• Resolve delivery issues.
• Coordinate delivery times with installers.

Installation Coordination

• Work with Program Administrator to prepare work orders & subcontractor invoices.
• Work with installer regarding scope of work details and installation scheduling.
• Coordinate with customer to establish an installation schedule and ensure that installations are completed by committed dates, times and that customers is satisfied with the project outcome.
• Complete all upfront and closeout installation paperwork.
• Work with the Accounting Department to ensure that installers are compensated and the customers are billed for the service completed.
• Provide timely communications throughout project to client and project team.
• Provide single point of contact.

Project Management/Reporting

• Utilizing NetSuite System as well Excel, track projections for material needs, installation dates, material specifications, and contact details.
• New Account Application processing.
• Coordinate Project Kick Off Meetings & Project Calls.
• Product Allocation
• Review & Submit Invoice for both Customers and Installer along with processing AIA & Pay App Documents.
• Be on call after work hours (evenings and weekends), as needed, for support of on-site
• installers.
• Occasional travel to job sites both overnight and same day (10-20%).

QUALIFICATIONS AND SKILLS NEEDED

• Detail oriented, accurate, highly organized with excellent follow through
• Strong analytical and problem solving skills to resolve problems independently.
• Flexible/adapts easily to changing priorities; able to prioritize own work independently and make schedule changes to meet the needs of the customer.
• Ability to multi-task and recognize critical/time-sensitive information from the flow of routine information.
• Ability to oversee site installation, including performance of work, installation administration and timeliness of task completion.
• 1-3 years’ experience in the Commercial Flooring and/or construction industry preferred.
• 1-3 years of program coordinating experience.
• Ability to read architectural plans.
• Advance knowledge of MS Office (Word, Excel, and Outlook).
• Proficient written and verbal communication skills. Able to effectively communicate and work well with all levels of management and staff in a professional manner.
• Ability to participate and work in a team environment as well as work independently with limited direction.

EDUCATION AND/OR EXPERIENCE

• High School Diploma or equivalent.

• 1-3 years Program Coordinator experience or equivalent experience.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this Job, the employee should anticipate the following requirements essential for this position; including:

• The ability to communicate orally with others. (Co-workers, management, customers, vendors).
• Regular use of a telephone and e-mail for company communication.
• Constantly operates a computer and other office machinery
• Good manual dexterity for the use of office equipment and tools.
• Specific vision abilities including; close, distant, color, peripheral vision, depth perception and the ability to adjust focus.
• Sitting or Standing for extended periods (up to 75%).