Project Coordinator Job at Turf (Architectural and Interior Acoustics) (Chicago)

Job Description

The Project Coordinator ensures effective and efficient coordination toward project goals in a dynamic and demanding environment. This role oversees all aspects of a project to ensure timely and budget-conscious completion. Responsibilities include managing expectations by coordinating and communicating project scope, cost, schedule, vendors, and the production of contractual deliverables. Additionally, the Project Coordinator acts as a liaison between Field Sales Reps and internal teams, delivering exceptional customer service from project inception to post-installation.

Job Responsibility

Initiates projects
Receives, processes, and manages multiple orders with unique requirements and timelines
Analyzes initial contract requirements
Determines status of sample and drawings done during quotation phase
Establishes contact with customer to direct expectations of product and establishes project Requested Date, Target, and Commitment Date
Sends samples and cutsheets to client for submittal approval
Works closely with Finance Team in setting up customer terms, collecting deposits and final payments, and processing purchase orders
Establishes project timelines
Reviews architectural plans
Tracks sample and Shop/Product Detail drawing status
Communicates with customers, managers and internal design/production teams on submittal status, lead times, and potential delays
Strategizes how to meet customer’s deadlines
Controls project flow
Provides administrative direction of customers and various internal departments to ensure project is completed on schedule and within budget
Maintains and archives internal and external communication for each project using NetSuite, Project Management software and Outlook
Translates design ideas between clients and internal design team
Updates internal databases as project submittal status changes
Organizes and hosts project meetings between internal and external teams
Requests material procurement as needed on a project basis
Tracks projects through the manufacturing phase
Provides risk mitigation and problem resolution
Communicates with customers in a thoughtful and timely manner with any internal issues or hiccups that may affect project timelines
Understands customer shipping requirements and communicates with Shipping Coordinator
Creates documents
Writes, submits, and tracks order acknowledgements for each project
Writes, submits, and tracks sales orders
Provides oral and written reports with issues, implications, and potential courses of action, as required
Briefs upper management regarding status of projects
Closes out projects
Communicates with customer tracking information once project has shipped
Sends closeout documents (warranty, storage guide, etc.) as needed
Conducts follow-up with customer as required
Provides subject matter expertise on product designs, as needed

Requirements

Bachelor's degree in a relevant field such as architecture, interior design, project management, business administration, or engineering
2+ years of experience in project coordination or management, preferably in a design or creative environment
Proven experience managing multiple projects simultaneously in a fast-paced environment
Project coordination experience: analyzing data/architectural drawings, stakeholder communication, setting expectations, scheduling, planning, directing work, risk management, problem resolution, and budget control
Proficiency in internal data systems and computer applications (word processing, spreadsheets, presentations)
Ability to analyze/interpret data, write concise reports/emails, and explain complex issues clearly
Skilled in influencing others and presenting persuasive information
Effective independently and in team settings
adept at coordinating with conflicting agendas
Strong communication skills, attention to detail, and interpersonal skills (tact, diplomacy, flexibility)
Capable of managing priorities, meeting deadlines, and occasional travel
Leadership in resource coordination
procedural compliance expertise
Knowledgeable in project management principles

Nice to have

Proficiency in reading/interpreting architectural plans
Familiarity with cloud-based CRM systems, specifically NetSuite
PMP (Project Management Professional) certification or similar credentials are a plus

What we offer

A benefits package including: medical, dental, prescription drug, life insurance, 401k match, long-term disability coverage, vacation and sick time, product discount programs and many more
Personal development to grow your career with us based on your strengths and interests
A casual work environment where we have a recognition program for our team, and service awards
You will also be able to make the most of our fitness center and lunchtime cafe
A working culture that balances individual achievement with teamwork and collaboration

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Project Coordinator

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