Project Handoff & Setup Receive awarded projects from the quotations or sales team and review all relevant project information. Confirm that necessary documentation, pricing, customer requirements, vendor information, and project details are available before processing. Establish and maintain organized project records from handoff through completion. Identify missing information or potential issues and work with the appropriate team members to resolve them before theycreate delays. Maintain clear visibility into the current status and next required action for each assigned project. Submittal Coordination Coordinate the preparation and submission of required product submittals and project documentation. Gather required documentation and information from manufacturers, vendors, and internal resources. Organize submittal packages and ensure required documentation is complete before submission. Submit or distribute documentation to the appropriate customer, contractor, salesperson, or project contact. Track submittal status and follow up on outstanding approvals. Communicate requested revisions or changes to the appropriate internal team members, manufacturers, or vendors. Maintain accurate records of submitted, revised, approved, and final project documentation. Ensure required approvals are received before orders are released when applicable. Purchasing & Order Processing Prepare and place purchase orders with manufacturers and vendors based on approved project requirements. Ensure purchase orders accurately reflect approved quantities, pricing, products, delivery requirements, and other project information. Review vendor and manufacturer order acknowledgments for accuracy. Compare acknowledgments against purchase orders and project documentation to identify discrepancies. Resolve discrepancies involving quantities, pricing, products, shipping information, or other order details. Maintain accurate records of purchase orders, acknowledgments, revisions, and related correspondence. Order Tracking & Expediting Track open purchase orders and maintain current information regarding production status, lead times, estimated ship dates, and expected delivery dates. Proactively follow up with manufacturers and vendors regarding outstanding orders. Identify potential delays or problems before they impact the customer or project schedule. Communicate changes in lead times, availability, or delivery schedules to the appropriate internal and external contacts. Escalate significant delays or project concerns when necessary. Maintain accurate and current project status information throughout the life of the order. Delivery Coordination Coordinate deliveries with customers, contractors, vendors, warehouse personnel, transportation providers, and internal teams as appropriate. Confirm delivery requirements, requested dates, locations, and other necessary information prior to shipment. Ensure all parties have accurate and timely information regarding upcoming deliveries. Coordinate partial shipments or staged deliveries when required. Monitor deliveries through completion and address issues that may affect the project schedule. Maintain documentation related to deliveries and project completion. Shortages, Damages & Issue Resolution Coordinate the resolution of shortages, damaged products, incorrect shipments, missing items, and other order-related issues. Communicate with customers, manufacturers, vendors, warehouse personnel, and internal teams to determine the appropriate resolution. Arrange replacement products, replacement orders, returns, credits, or other corrective actions when necessary. Track outstanding issues through resolution rather than simply passing them to another department. Keep affected parties informed of the status and expected resolution. Document project issues and resolutions appropriately. Customer, Vendor & Internal Communication Serve as a central point of coordination for assigned projects after project award. Provide timely project-status updates to customers, contractors, salespeople, and other internal team members. Maintain professional communication with manufacturers and vendors regarding orders, lead times, documentation, and delivery requirements. Respond promptly to requests for project information. Communicate proactively when schedules change or potential problems arise. Work collaboratively with quotations, sales, purchasing, warehouse, accounting, and other departments to ensure successful project execution.

Job Type:

Full-time Pay:

$25.00 - $30.00 per hour

Education:

High school or equivalent (Required)

Experience:

Project coordination: 2 years (Preferred)

Logistics:

2 years (Preferred)

Work Location:

In person