What are the responsibilities and job description for the Project Coordinator position at WFCA - World Floor Covering Association?
Position Description: Project Coordinator
World Floor Covering Association
Part-time or Full-time, hourly position, Monday–Friday during normal business hours in Dalton, GA office.
Overview
The Project Coordinator plays a key role in supporting donor engagement, organizational operations, and day-to-day administrative functions for two charitable nonprofit organizations managed by WFCA. Both organizations serve individuals and families across the United States. This role serves as a central point of coordination across donor relations, projects, and office operations, ensuring efficient workflows, clear communication, and timely execution of priorities. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage multiple responsibilities in a collaborative, fast-paced environment.
Key Responsibilities:
- Stewardship & Recognition: Manage donor appreciation efforts, including coordinating thank-you letters, donor stewardship communications, program materials, grant awareness brochures, and recognition programs to ensure a meaningful and timely donor experience.
- Database Management: Maintain accurate and up-to-date donor records, track gifts, pledges, and touchpoints, and generate reports using CRM systems.
- Donor Outreach: Conduct personalized outreach via phone, email, and mail to cultivate relationships, retain donors, and encourage recurring and increased giving.
- Project & Workflow Coordination: Coordinate schedules, track progress on key initiatives, and ensure deadlines are met; serve as a point of contact for internal team members and external stakeholders to support clear, proactive communication.
- Administrative & Office Support: Provide day-to-day administrative assistance including database upkeep, gift processing, donor mailings, printing coordination, calendar management, meeting support, and maintaining organized digital and physical filing systems.
- Operations & Inventory Management: Oversee inventory of office supplies, printed materials, and trade show/event booth assets; manage shipping and distribution of collateral materials and booth supplies; coordinate ordering, storage, and fulfillment to support organizational and event needs.
- Event & Engagement Coordination: Support planning and execution of fundraising events, donor meetings, and committee activities, including logistics, scheduling, and preparation of materials.
- Financial & Data Support: Assist invoice coordination, data entry, and reporting to support organizational operations, grants, scholarships, and fundraising efforts.
- Marketing & Communications Support: Assist with communications, including website updates, social media scheduling, content drafting, and organization of media and photo assets; coordinate printing and mailing of donor and event-related materials.
- Customer Service & Communications: Serve as a professional point of contact for inquiries via phone and email, ensuring timely, accurate, and courteous responses to donors, partners, and stakeholders.
Requirements
- Ability to work on-site in the Greater Dalton, GA area Monday–Friday to support time-sensitive printing, mailings, and shipment coordination.
- Availability to work a consistent part-time schedule during standard business hours.
- Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
- Strong attention to detail and accuracy, particularly in data entry, reporting, and communications.
- Ability to lift and carry up to 50 pounds as needed for shipping, inventory, and event setup.
- Ability to drive a personal vehicle for work-related duties, including errands, shipping coordination, and local event support.
- Willingness and ability to travel via plane, car, and taxi within the United States for conventions, events, and organizational needs.
Qualifications
- Bachelor’s degree preferred; candidates actively working toward completion will be considered.
- Experience in administrative support, operations, project coordination, or nonprofit environments preferred.
- Proficiency in Microsoft Office Suite and/or Google Workspace.
- Experience with CRM systems preferred.
- Strong written and verbal communication skills.
- Customer service mindset with professional communication skills.
Work Location: In person