Job Description
We are seeking a highly analytical, organized, and detail-oriented FF&E (Furniture, Fixtures, and Equipment) Project & Scope Coordinator. In this role, you will serve as the operational backbone for major commercial furniture and construction projects. You will bridge the gap between architectural vision and execution by managing blueprint-based project workflows, room-by-room inventory tracking, documentation compliance, and cross-functional communication.
This position is a hybrid of analytical data management and proactive project coordination. You will be responsible for ensuring that what is drawn on a blueprint perfectly aligns with what is ordered, delivered, and billed.
The ideal candidate is a resourceful self-starter who thrives when working with complex spreadsheets, contract portals, and technical documentation. While prior furniture or construction experience is a major plus, we place the highest value on exceptional Excel skills, sharp business math, and the intellectual curiosity to master new systems independently.
Key Responsibilities
1. Blueprint Take-Offs & Scope Alignment
- Architectural Blueprint Audits: Review and interpret architectural, interior design, and furniture drawings to accurately identify project scope, layouts, and product quantities.
- Quantity Take-Offs: Perform precise quantity take-offs and establish comprehensive, room-by-room furniture inventories.
- Change-Order & Bulletin Tracking: Dynamically update tracking documents, inventories, and order files based on revised drawings, architectural bulletins, and addenda.
- Discrepancy Reconciliation: Cross-check architectural drawings against final orders and supplier quotes to identify, flag, and resolve discrepancies or missing data before they impact project timelines.
2. Project Coordination & Stakeholder Communication
- Cross-Functional Liaison: Serve as a central point of contact for external General Contractors (GCs), project managers, and clients, as well as internal sales, design, and operations teams.
- RFI Management: Proactively generate and track Requests for Information (RFIs) to resolve ambiguities in project scope, timelines, or product specifications.
- Task Driving: Actively follow up with various stakeholders to ensure submittals, approvals, and operational milestones are completed on schedule.
3. Reporting, Portal Management & Compliance Support
- Advanced Data Management: Build, maintain, and audit complex Excel spreadsheets, project logs, and master schedules.
- Contractor Portal Administration: Upload, track, and manage critical project documentation using Procore and other client-specific contractor portals.
- Compliance Oversight: Coordinate and assist with the submission of certified payroll, certificate of insurance (COI) requirements, lien waivers, and closeout packages.
- Deliverable Preparation: Collaborate on the creation of high-quality “spec books,” client presentations, and operation/maintenance (O&M) manuals.
4. Process Innovation & Tech Integration
- Workflow Optimization: Help refine internal templates, tracking systems, and documentation standards to scale operations.
- Leverage Modern Tools: Safely and effectively integrate AI productivity tools (e.g., ChatGPT) and advanced software shortcuts to increase speed and accuracy in reporting.
Performance Metrics & Success Indicators
- Accuracy Rate: Minimizing order errors, quantity mismatches, or missed scope items originating from blueprint take-offs.
- Portal Compliance: Ensuring all Procore and contractor portal uploads are executed within strict contractual deadlines.
- Responsiveness: Turnaround time on resolving discrepancies and replying to General Contractor or internal team inquiries.
Minimum Requirements
- Education/Experience: Bachelor’s degree or equivalent practical experience in business, project management, construction management, or an analytical field.
- Advanced Excel Skills: Mastery of data manipulation, formulas (VLOOKUP/XLOOKUP, IF statements), data validation, and text-to-columns functionality.
- Quantitative Acuity: Strong business math skills with the ability to critically audit large datasets and instantly spot logical errors or mathematical inconsistencies.
- Communication Skills: Exceptional written and verbal communication style tailored for a professional construction and corporate audience.
- Project Management Mindset: Ability to juggle multiple complex projects simultaneously without losing track of minor details.
Preferred Qualifications
- 1–3 years of experience in commercial construction, interior design, FF&E procurement, or sub-contractor project coordination.
- Direct, hands-on experience utilizing Procore or equivalent construction management software.
- Familiarity with architectural symbols, scale, and reading construction document sets.
- Basic understanding of certified payroll, prevailing wage projects, and construction compliance documentation.
- Demonstrated experience using AI prompts and productivity tools to streamline administrative workflows.
Key Traits for Success
Impeccable Attention to Detail: You don’t just skim data; you audit it. You notice when a count is off by one item across a 100-page document.
Resourceful Problem-Solver: You don’t wait for answers to drop in your lap; you dig through drawings and files to find solutions independently.
High Accountability: You take ultimate ownership of your data and take pride in the accuracy of your reporting.
Thick-Skinned & Adaptable: You can handle the fast-paced, sometimes blunt communication style of construction sites and General Contractors while remaining poised and professional.
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!
