Project Coordinator

Workplace Solutions (WPS) is a leading provider of contract furnishings, workspace products, and services to companies throughout the United States and Internationally. We are a team of passionate and experienced collaborators committed to delivering solutions for a diverse and changing workforce. Established in 1993 as a full-service contract furniture dealership, Workplace Solutions has provided quality products, excellent design, and outstanding customer care to its clients since inception. Workplace Solutions’ objective is to develop customer experiences that result in long-term relationships. We help bring our clients’ ideas to life through space planning and interior design, purchasing, delivery and installation, project management, and asset and inventory management.

Role Summary:

The Project Coordinator position is a support role, an integral and critical part of the furniture project life cycle through timely and accurate purchasing, tracking, and delivery, from initial purchase through day 2 items, claims, warranty services, while ensuring adherence to construction schedules and project profitability. This is a full-time position in Austin, TX, working with the Austin Operations Team and reporting directly to the Austin Operations Manager. In this role, you will be a key member of a process-driven, experienced team of professionals.

Core Competencies:

·        Collaborative team player: Must possess strong cross-communication and collaboration skills across internal and external teams. Proven ability to take on multiple functions in a fast-paced environment to support team success and deliver results

·        Strong communicator: Able to communicate clearly and concisely via email/phone with clients, vendors, and external partners. Strong grammar and writing skills required

·        Strong accounting skills: Adept at basic accounting skills to maintain alignment with project budgets and profitability targets. Knowledge of online payment portals and pay apps are a plus.

·        Detail-driven professional: Highly detail-oriented with a keen eye for accuracy and dedication to process compliance, contributing to successful project outcomes

·        Proactive leader and nimble problem solver: Able to anticipate and adjust to changing construction schedules and project requirements, willing to accommodate unique client-specific requests related to all phases of the project.

·        Effective time manager: Able to juggle multiple deadlines and project schedules to ensure timely delivery of all required client deliverables for successful project completion.

·        Process-oriented critical thinker: Excited to adopt WPS processes while offering ideas and solutions to improve or modify current processes for improved efficiency and growth.

·        Independent worker: Ability to take initiative and ownership of work with the confidence to ask for support, clarifications, training, etc, to ensure excellent work quality.

·        Strong computer skills: Microsoft Office Suite, SmartSheet, CORE, PowerPoint, BlueBeam, Google Drive, PlanGrid.

Responsibilities:

Order Preparation: Audit and prepare final order-ready documents for order entry.

Order Entry: Create and submit purchase orders for all vendors.

Order Tracking: Manage and verify order acknowledgement accuracy, ship dates and locations, and track the timely arrival of all products in alignment with project requirements.

Delivery and Installation Coordination: Support the Project Manager, Client, and Account Manager with installation coordination in accordance with product receiving and current construction schedules.

Warranty and Claims: File product claims and warranty items with appropriate vendors, prepare backcharge proposals and supplemental orders as required for timely project close-out.

Financials: Ensure accurate and timely reconciliation of all vendor- and customer-related financials, including deposit payments and customer invoicing.

Construction Document Coordination: Support the review and interpretation of RFPs, bid documents, bulletins/addenda, RFIs, and project requirements to identify furniture-related scope, deliverables, and deadlines. Coordinate the completion and submission of required COIs, bonds, safety documentation, bid forms, and other requirements as appropriate.

Backlogs: Lead weekly backlog review sessions to align internal teams on priorities, next steps and timelines, keeping projects on track and within budget through completion.

Meetings and Events: Attend all mandatory team meetings and functions.

Salary based on experience