Job Summary:
Project Coordinators own the order placement of all projects as well as handling all back-office activity for the Sales Support department. The coordinator’s primary responsibility is supporting Sales Coordinators to place orders and manage all post-order project-related tasks, such as: placing orders, coordinating service work (warranty), factory interface, handling questions/issues regarding lead times and ship dates, and order close-out. Project Coordinators are responsible for the entire sales order fulfillment process, including management of customer orders from order entry through pre-installation, providing support to sales personnel, and accurate/timely service to customers.
Responsibilities and Duties:
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Order Preparation
- Reviews and proofs order for basic information (ship to, bill to, contract number, etc.), accuracy and completeness
- Submits orders through ERP system and sends purchase orders to manufacturer partners.
- Sales Order Management
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Disperses order information to appropriate internal and external personnel (sales staff, operations, customer, etc.)
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Checks acknowledgments against order; resolves discrepancies with factory and/or original Sales Coordinator.
- Maintains master sales order and work order files, ensuring the file is complete and up to date.
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Interfaces with factory on order status, current lead times, reservation of manufacturing for future/project orders, specials requirements, C.O.M. requirements, etc.
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Installation/Delivery Folders
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Prepares installation/delivery packet for operations (install drawings, delivery tickets, etc.)
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On-going
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Participate in team meetings as scheduled.
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Communicates with customers regarding order status, punch list resolution, and the scheduling of orders for delivery/installation when Project Manager is not assigned. Including providing clarifications and answers for customer’s questions regarding order issues, as needed.
- Manage warranty claims with vendor partners submitted by the PM Team and/or customers.
- Other duties as assigned.
Qualifications and Skills:
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Required skills
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3 to 5 years of experience in customer service-related field
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Microsoft Office Suite
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Exceptional customer service skills & multi-tasking abilities
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Work in fast-paced environment
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Build strong relationships with internal team (such as sales, design & project management)
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Detail-oriented
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Ability to organize and prioritize workloads
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Communicate effectively across multiple departments
- Preferred skills
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Moderate to a high level of product knowledge
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Moderate to high-level expertise in vendor/customer discounting
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Moderate to a high level of independence – able to work with minimal supervision
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Khameleon (Business System)
- Project Spec (product specification software)
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PlanGrid
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Adobe Acrobat
