Project Coordinator

SUMMARY DESCRIPTION

The Project Coordinator provides essential administrative, operational, and logistical support to the Project Manager and Director of Operations. This role assists in managing daily tasks, ensuring smooth execution of business needs, and keeping projects on track.

The Project Coordinator is a key team member who helps with project updates, client communication, document management, and logistics coordination. This individual is organized, detail-oriented, and thrives in a fast-paced, collaborative environment with frequent cross-departmental interaction.

The ideal candidate brings strong communication skills, a high degree of professionalism, and a proactive approach to problem-solving. Prior experience in an operations or administrative support role is preferred.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

List job knowledge skills, competencies, licenses, or certifications required for this job.

• Proficiency in Microsoft Office Suite (Excel, Word), Google Drive, and CRM systems (e.g., Monday.com). Ability to learn and accurately use Monday.com after completing training.
• Strong arithmetic and math skills; comfortable with numerical data, pricing calculations, and spreadsheet-based analysis.
• Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills, including the ability to communicate professionally with clients, vendors, and mills.
• High attention to detail and accuracy in data entry, documentation, and record-keeping.
• Diplomacy and polish required for client-facing communication, particularly when following up on outstanding quotes; must be able to represent Zenith Rugs with professionalism and tact.
• Basic knowledge of QuickBooks or similar financial systems for invoicing and data entry.
• Adaptability: Manages competing demands; adjusts approach to best fit changing situations; handles frequent change, delays, or unexpected events with composure.
• Dependability: Follows instructions; takes responsibility for own actions; keeps commitments; completes tasks on time or communicates proactively with an alternate plan.
• Initiative: Volunteers readily; seeks increased responsibilities; takes independent action; looks for and takes advantage of opportunities; offers and asks for help when needed.
• Professionalism: Approaches others with tact and respect; reacts well under pressure; accepts responsibility for own actions; follows through on commitments.
• Project Coordination: Assists Project Manager or Director in developing project plans; coordinates projects; communicates changes and progress across teams.
• Teamwork: Balances team and individual responsibilities; gives and welcomes feedback; contributes to a positive team environment; puts the success of the team above own interests.
• Technical Skills: Pursues training and development opportunities; continuously builds knowledge and skills; shares expertise with team members.
• Written Communication: Writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively; reads and interprets written information accurately.
• US work authorization. Regular and Punctual Attendance required.

EDUCATION AND EXPERIENCE

List the specific minimum education and experience required for this job.

• High School Diploma or GED equivalent required.
• Associate’s degree in Business Administration, Project Management, or a related field preferred; equivalent work experience considered.
• Prior experience in an administrative, operations, or project coordination support role.
• Experience with Microsoft Office Suite, Google Drive, and CRM platforms (Monday.com preferred).
• Basic QuickBooks or financial data entry experience a plus.
• Familiarity with logistics coordination, freight tracking, or supply chain processes a plus.
• US work authorization required.
• Flexibility to accommodate occasional after-hours work when necessary to meet business deadlines.

**Compensation is competitive within the industry and is dependent on skill, knowledge, and experience.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Support:

• Provide administrative support to the Project Manager and Director of Operations, including scheduling meetings, managing calendars, and preparing reports.
• Assist in tracking project timelines and deliverables, ensuring all phases of assigned projects are moving forward smoothly.
• Help maintain and update project information in Monday.com, ensuring all records are accurate and up to date.
• Prepare and process client-facing documents, including commercial invoices and packing lists.
• Assist with generating invoices, purchase orders, and other documentation in QuickBooks.

Logistics & Operations:

• Coordinate logistics for project shipments, including managing communication with freight forwarders and tracking delivery schedules.
• Assist with organizing and managing physical inventory and product deliveries as needed.
• Unpack, inspect, and organize incoming client samples; iron samples as needed to prepare for client presentation.
• Create and apply labels to samples for shipment or internal tracking.
• Responsible for FedEx shipping, labeling, tracking, and reporting.
• Physically able to lift up to 35 lbs in the course of handling samples, inventory, and deliveries.

Communication & Client Support:

• Support internal communication between departments, including Design, Accounting, and Operations, to facilitate project completion.
• Respond to client inquiries, providing proactive and timely updates and ensuring client needs are communicated to the Project Manager and Director.
• Proactively follow up on all client quotes sent, maintaining a professional, diplomatic, and polished communication style that reflects Zenith’s service standards.
• Interact with mills, clients, and logistics personnel to facilitate seamless quoting, ordering, and delivery coordination.

At the Direction of the Director or Project Manager:

• Assist with preparation of rug quotes to meet the standard 24-hour turnaround window.
• Interface with mills for pricing requests.
• Communicate with clients or vendors to ensure smooth quoting and ordering processes.
• Perform other duties as assigned.

PHYSICAL REQUIREMENTS

Standing/walking- Occasionally(12%-33%)

Sitting- Regularly(67%-100%)

Climbing/stooping/kneeling- Rarely (0%-12%)

Lifting/pulling/pushing — up to 35 lbs (samples, inventory, deliveries)- Occasionally(12%-33%)

Sensory Abilities — good vision for detail, screen work, document review- Regularly(67%-100%)

Fine Motor Skills — keyboard, data entry, document handling- Regularly(67%-100%)

WORKING CONDITIONS

Fast-paced, high-volume office environment with regular interaction across departments and with international partners.

Exposure to design materials, textile samples, and product deliveries.

Required to assist with organizing inventory or handling deliveries on occasion.

Regular cross-departmental communication with Design, Accounting, and Operations teams.