Project Coordinator

Role Description

Reporting to the Senior Manager of Delivery, the Project Coordinator is a highly organized, administratively focused, and detail-oriented team member responsible for record keeping, purchasing, purchase order (PO) creation, and logistics. The Project Coordinator also manages the Brand Standard Program, which includes processing incoming orders, managing brand communications, submitting orders to production partners, and providing tracking and status updates to clients.

Core Function

• Record Keeping & Administration: Maintain accurate, complete, and up-to-date project files, documentation, and records.
• Purchasing & Procurement: Request quotes, create and issue purchase orders, and track orders through to delivery.
• Brand Standard Program: Manage the program end to end, from processing incoming orders and submitting them to production partners, to providing tracking and updates to clients.
• Logistics: Coordinate shipping, packing and crating, insurance, and delivery for assigned projects.

Details of Function

Record Keeping & Administration

• Maintain organized and accurate project documentation, files, and records, ensuring administrative processes and reporting requirements are followed.
• Keep purchase orders, quotes, order confirmations, and shipping documents filed and up to date for every order.
• Track the status of all orders and projects so information is current and easy to find.
• Manage scheduling and documentation for assigned projects.

Purchasing & Procurement

• Request and review vendor quotes; create, issue, and track purchase orders for assigned projects.
• Confirm order details, pricing, and lead times with vendors, and follow up to keep orders on schedule.
• Maintain positive vendor relationships through clear communication of orders, expectations, and special instructions.

Brand Standard Program

• Process incoming Brand Standard orders accurately and promptly.
• Manage brand communications with clients and internal team members.
• Submit orders to production partners with complete specifications and documentation.
• Monitor production and shipping status, and provide tracking information and proactive updates to clients.

Logistics

• Coordinate shipping, packing and crating requirements, insurance, and delivery schedules with vendors and carriers.
• Support the Project Manager with installation coordination, as required.

Communication & Reporting

• Provide regular status updates to stakeholders on procurement, orders, and other assigned tasks.
• Report project risks and issues to the appropriate management channels and escalate as necessary.
• Participate in daily scrums, project team meetings, and other company meetings as necessary.
• Perform other duties as required and assigned.

Key Qualifications

• 2-3 years of relevant experience in an administrative or project coordination role
• Highly organized, with the ability to manage multiple orders, priorities, and deadlines at once
• Administratively focused and process driven
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication skills
• Strong problem-solving skills and sound judgment
• Collaborative team player