Job Description
The Project Coordinator plays a key role in managing school furniture projects from quoting stage through installation completion. Project coordinator must have product knowledge and understanding of project scope and progress. This position supports the sales and project management teams by order entry, processing orders, managing documentation, and maintaining clear communication with vendors, installers, and clients.
The ideal candidate is detail-oriented, highly organized, and capable of managing multiple projects in different stages simultaneously while ensuring accuracy, accountability, and client satisfaction.
Key Responsibilities
Order Entry, Project Coordination and Customer service
- Participate in team calls and bid discussions to confirm pricing and project scope
- Requesting vendor quotes, installation quotes
- Understanding of different contracts
- Responding to vendor questions
- Instructing vendors with shipping instructions.
- Updating their team
- Prepare detailed pricing information, including freight, installation, and related costs
Order Processing & Documentation
- Process orders with detailed instructions for vendors and manufacturers
- Upload required documentation to Company’s Site.
- Maintain accurate project tracking and files in Trello and Company’s Site.
- Verify order acknowledgments for accuracy and compliance with bid specifications
Vendor & Client Communication
- Communicate promptly with vendors regarding order details, clarifications, and schedule updates
- Maintain clear communication with project managers, installers, and clients throughout the project lifecycle
- Prepare and distribute project status reports to internal teams and clients
Delivery & Installation Coordination
- Coordinate deliveries and installation schedules with the project manager and installer
- Manage: back orders, replacements, and damage claims prior to installation when possible
- Obtain and track punch lists from installers and/or clients and ensure timely resolutions
- Maintain detailed punch list logs including replacements, credits, and updates
- Update Trello to reflect progress through installation and final completion
Billing & Post-Installation Support
- Prepare and process billing for completed projects
- Address and manage warranty issues post-installation
Required
Associate or bachelor’s degree in business, Project Management, Interior Design, or a related field (or equivalent experience)
2+ years of project coordination or operations experience (school furniture, commercial interiors, or contract furniture preferred)
Strong proficiency with Trello, Microsoft Office Suite, and client/vendor portals.
Excellent organizational and communication skills with strong attention to detail
Ability to manage multiple projects and deadlines in a fast-paced environment
Knowledge of freight and installation logistics
Experience working with school district timelines and project schedules
Ideal Candidate Traits
Highly organized, dependable, and proactive
Strong problem-solving and analytical thinking
Exceptional communication and interpersonal skills
Comfortable collaboration with Sales, Design, Operations, and Installation teams
Customer-focused with a strong commitment to quality and accuracy
Able to adapt quickly to shifting priorities and school district schedules
Customer-focused with a strong commitment to quality and accuracy
Able to adapt quickly to shifting priorities and school district schedules
Work remotely Monday - Friday, 40 hours a week (no weekends)
Vacation: 10 business days a year
Holidays: 5 National Holidays a year
Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, Zipdev Day)
Parental Leave
Health Care Reimbursement
Active Lifestyle Reimbursement
Quarterly Home Office Reimbursement
Payroll Deduction Purchase Plans
Longevity Bonus
Continuous Learning Bonus
Access to Training and Professional Development Platforms
Did we mention it’s REMOTE?!!
One of our core values at Zipdev is “Be authentic.” that’s why we encourage you to answer the application form in your own words; we are interested in getting to know you, not a digital assistant.
Wondering how our remote environment or our payment method work? We’ve put together some helpful answers in our FAQs at the bottom our our career site. Take a look and let us know if you have any other questions!
