Project Coordinator

Project Coordinator Office Revolution - 2.8 Chicago, IL Job Details Full-time $60,000 - $65,000 a year 2 hours ago Benefits Health savings account AD&D insurance Disability insurance Health insurance Dental insurance 401(k) Flexible spending account Paid time off Parental leave Employee assistance program Vision insurance 401(k) matching Employee discount Life insurance Referral program Pet insurance Qualifications Vendor relationship building Presenting proposals Customer communication Teamwork Content editing Project coordination Schedule management Clear language communication Attention to detail Full Job Description We are seeking a detail-oriented and proactive Project Coordinator to join our team in Chicago. This role partners closely with Sales, Design, Project Management, clients, vendors, and installation teams to ensure projects are executed accurately and efficiently from proposal development through project closeout. The Project Coordinator serves as a central point of coordination, managing project details, timelines, documentation, and communication to help deliver seamless client experiences and successful project outcomes. Job Responsibilities Proposal and Specification Coordination Prepare estimates for products, freight, and labor. Develop and present proposals following preliminary and final designs. Generate take-offs from design documents and edit as necessary for projects of limited scope. Verify accuracy of specifications provided by clients and design teams. Create customized client presentation materials, including image books, renderings, PowerPoint presentations, cost estimates, and proposals. Compare formal proposals based on project pricing and specifications provided by the Project Manager. Convert sales orders into the business system upon client sign-off. Assists with proposal generation when needed. Orders and ships out samples to design firms or end users as requested. Order Coordination and Execution Enter new client information into internal systems. Receive and review client purchase orders and deposits. Process and submit purchase orders accurately. Obtain lead times, production dates, and shipping details. Develop and maintain the furniture installation schedule. Verify order acknowledgments and follow up to resolve discrepancies. Process and document change orders. Maintain project costing data and assist in managing project profitability. Communicate with clients, installers, and subcontractors regarding project status. Maintain project financials, schedules, and status reports. Manage and execute project add-on orders. Keep detailed communication records. Write and submit purchase orders to vendors to meet project timelines. Track progress of orders and resolve any discrepancies with vendor acknowledgements. Initiate and confirm check requests for deposits as required. Processes orders and confirms sign-off is in the file cabinet with matching totals to Core. Verifies that the image book is signed and stored properly. Ensures deposit is received before proceeding. Confirms no changes have been made post-proposal - or ensures proper documentation of any revisions in Core (revised SIF file, notes). Verifies ship date and adds all necessary PO notes. Reviews vendor acknowledgements for pricing accuracy and ship-to addresses and saves them to the file cabinet. Vendor Relations & Logistics Serve as the primary point of contact for vendors, ensuring timely order processing and delivery. Track product shipments, coordinate receiving schedules, and address any issues, including damaged products or freight claims. Ensure product specifications, pricing, and lead times are verified with vendors. Helps maintain the Core vendor database by entering new vendor records, ensuring W-9 forms are collected, and confirming remit-to addresses, account numbers, and key contacts for order entry. For online vendors, updates the shared password spreadsheet as needed. Project Coordination & Communication Maintain transparent and proactive communication with internal teams (Sales, Project Management, Design) regarding project timelines, milestones, and expectations. Coordinate production schedules and ensure they align with client expectations and installation dates. Manage day-to-day client communications, including taking calls, ordering products, and coordinating delivery and installation. Research pricing options, request fabric samples, and secure product details as needed for projects. Support the preparation of bids, project books, and other documentation to facilitate smooth project execution. Compile and maintain project status reports to track deliverables and deadlines. Maintain and organize project status reports, ensuring accurate tracking of deliverables and deadlines. Assist with CAP specifications, image books, and other documentation to support the project lifecycle. Approve invoices for payment and manage order billing. Installation & Punchlist Management Schedule and coordinate deliveries and installations. Complete necessary installation documentation. Participate in pre-installation meetings. Conduct job site visits for projects of limited scope. Assist with project/product inspections. Verify packing list accuracy. Troubleshoot installation issues with the installation foreman. Process manufacturer product/shipping claims and back charges. Schedule installations in collaboration with the Project Manager and confirm all necessary installation documentation (installation packets, drawings, etc.) is complete. Coordinate with internal teams to finalize installation documents and ensure all punchlist items are addressed promptly. Manage post-installation issues, including warranty claims and repairs. Handle any warranty and punchlist claims to ensure customer satisfaction. Oversee the re-ordering or repair of damaged products as indicated in receiving reports, including managing freight claims. Project Closeout and Follow-Up Participate in punch list generation and resolution. Conduct final site inspections for limited-scope projects. Manage project change orders. Submit project invoices. Follow proper documentation procedures for project closeout and archiving. Process manufacturer product and labor warranties. Supports final invoicing by comparing client sign-off to Core totals, confirming the appropriate invoice contact, and releasing documentation to Accounting. Qualifications Minimum of one (1) year of experience in the contract furniture industry. Excellent oral and written communication skills, including strong editing and proofreading abilities. Strong analytical, strategic, and creative thinking skills. Highly organized with the ability to manage multiple projects simultaneously. Ability to assess, adapt, and reprioritize quickly in changing situations. Effective collaboration and communication with clients and internal teams. Proficiency in business-related software. Ability to calculate vendor net/sell discounts and conduct basic financial analysis. Problem-solving skills within project scope, budget, and schedule. Self-motivated and proactive, able to work both independently and within a team. Knowledge of contract furniture products and manufacturing processes. Flexibility and resourcefulness to manage time-sensitive and coordination challenges.

How You'll Embody Our Core Values Advocacy:

We look out for one another and champion the success of our clients, partners, and teammates.

Integrity :

You will support project execution with honesty and transparency, always prioritizing what's right for clients and colleagues.

Synergy:

We know the best results come from collaboration. We show up for our team and rely on each other's strengths.

Stewardship:

You will take ownership of your work and contribute to the success of each project while making a positive impact on our clients and communities.

Transformative:

We are curious, forward thinking, and driven to find better ways to do what we do every single day. Location Chicago, IL Benefits Office Revolution provides a comprehensive benefit package including but not limited to Medical, Dental, Vision, Life and AD&D insurance, Short-Term Disability, Voluntary Long-Term Disability, Supplemental Life insurance, 401(k) matching, Paid Time Off, Employee Assistance Program, Employee discounts, Pet insurance, and Parking and Transit FSA. Salary Range $60,000 - $65,000 Office Revolution is committed to providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, sex, gender identity, sexual orientation, pregnancy, reproductive health decisions, parental status, family responsibilities, age, disability, genetic information, political affiliation, military service, or any other characteristic protected by applicable federal, state, or local law.

Pay:

$60,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Parental leave Referral program Vision insurance Ability to

Commute:

Chicago, IL 60601 (Required)

Work Location:

Hybrid remote in Chicago, IL 60601