Position Summary
We are seeking a highly organized and detail-oriented Project Organizer to oversee and coordinate a variety of customer projects from initial planning through completion. This role serves as the central point of coordination between customers, sales, warehouse operations, purchasing, production partners, and eCommerce to ensure projects are completed accurately, on schedule, and with exceptional customer service.
The ideal candidate thrives in a fast-paced environment, enjoys managing multiple priorities simultaneously, and takes ownership of every stage of a project while maintaining clear communication with both internal teams and customers.
Key Responsibilities
Project Coordination
- Manage special order and customer project workflows from request through delivery to customer.
- Gather project requirements and communicate directly with customers to ensure all specifications are complete and accurate.
- Plan, organize, and schedule projects using shared calendars while coordinating timelines across multiple departments.
- Coordinate with warehouse operations to forecast on-demand labor requirements for upcoming projects.
- Prepare project documentation, work orders, shipping paperwork, and supporting materials.
- Coordinate purchasing of project-related materials and communicate production specifications and deadlines with outside vendors, including screen printers.
- Organize project data and generate shipping labels, packing documentation, and other materials to maximize fulfillment efficiency and accuracy
- Monitor project progress, identify potential delays, and proactively resolve issues to keep projects on schedule.
- Take ownership of administrative and logistical tasks necessary for successful project completion.
Customer Service & Sales Support
- Serve as a primary point of contact for customers regarding project updates, order status, and timelines.
- Respond professionally to customer inquiries submitted through company websites and email.
- Assist customers with website access, login issues, and eCommerce platform navigation.
- Resolve customer concerns related to product quality, order discrepancies, damaged merchandise, or shipping issues by coordinating with internal departments.
- Process refund requests, order adjustments, discounts, and gift certificate corrections through the accounting department.
- Maintain timely communication with customers to ensure a positive customer experience.
Administrative & Operational Support
- Retrieve daily eCommerce orders and assigning internal order numbers.
- Create and manage customer gift certificates, promotional codes, and website user accounts.
- Generate customer reports and account information as requested.
- Maintain organized project files, records, and documentation.
- Provide backup support to the purchasing department during periods of high order volume.
- Assist with process improvements that increase operational efficiency and project accuracy.
Qualifications
- Excellent organizational and time management skills with the ability to prioritize multiple projects simultaneously.
- Strong attention to detail and commitment to accuracy.
- Exceptional written and verbal communication skills.
- Strong customer service mindset with excellent problem-solving abilities.
- Ability to work independently while collaborating effectively across departments.
- Comfortable learning and working within eCommerce platforms, and Microsoft Office applications Word and Excel.
Preferred Skills
- Previous experience in project coordination
- Experience coordinating multiple concurrent projects.
- Some familiarity with inventory, purchasing, shipping, or warehouse operations.
- Experience eCommerce management systems is a plus, but not required
- Ability to anticipate needs, identify process improvements, and take initiative without continual supervision.
What Success Looks Like
The successful Project Organizer is proactive, dependable, and highly organized. They keep projects moving forward, communicate effectively with customers and internal teams, solve problems before they become obstacles, and ensure every project is completed accurately and on time while delivering an outstanding customer experience.
Pay: From $18.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
