Project Coordinator ISPA Store Fixtures Store Fixtures That Build Your Brand

ISPA Woodworking Limited.; Georgetown; On-site; CAD 55,000 - 75,000; Full time

Job summary

ISPA Woodworking Limited. is seeking a Project Coordinator to support Project Managers in delivering store fixture projects from inception to completion.

The role involves planning, organizing, monitoring progress, coordinating with clients, suppliers, and installers, and ensuring projects are quoted, manufactured, packaged, shipped, installed and invoiced on time and within budget. Responsibilities include data entry into ERP systems, maintaining strong relationships with stakeholders, and

Qualifications

• At least 2 years of relevant industry experience in North American retail store fixture industry.
• Experience or background in a relevant college education program.
• Wood/millwork industry experience preferred; knowledge of materials/tools/equipment is a plus.

Responsibilities

• Assist Project Manager with assigned tasks including take-offs, quantities, descriptions and quotations with engineering support.
• Initiate and release sales/work orders, production and shipping schedules under PM approval; verify against purchase orders and approved drawings.
• Coordinate between ISPA Project Managers, client representatives and stakeholders to ensure progress and communication.
• Enter project information into ERPEPICOR/ERP systems and keep documentation organized and secure.
• Communicate clearly in professional English with clients, suppliers and stakeholders; capture changes in writing for customer approval.
• Travel within Canada and the USA as required; maintain relationships with malls, contractors and client locations across North America.

Skills

Project coordination

Client relations

Education

Relevant college education program

Tools

EPICOR ERP

Job description

TITLE: Project Coordinator

Hours of work and regularly scheduled hours:

8:30am to 5:00pm Monday to Friday – in the office, in person.

Available to answer reasonable work related questions by phone or email etc. regarding any pressing or urgent matters that cannot be handled during normal work hours (as required, but with respect to normal work life balance and right to disconnect regulations)

Purpose Overview: To assist the assigned project manager(s) in delivering on all store fixture project goals including, planning, organization and monitoring of job progress, activities and maintaining strong, accountable, effective relationships with clients, client representatives, in-house staff, trucking and logistic companies, installers etc. to ensure assigned jobs are quoted, materials requisition confirmed, products manufactured according to spec, packaged, shipped, installed and invoiced on time, within budget and according to ISPA quality standards. To work with clients regarding reasonable order changes to the point of undue hardship. To source & develop new clients and business opportunities.

Purpose of the Position: To assist Project Manager to manage custom store fixture supply and installation components including planning, organizing, monitoring activities and generally tracking progress of project from inception to completion.

To take repetitive tasks off the hands of the Project Managers, freeing them up to focus on higher level job tasks.

To manage relationships with in-house personnel and transport and logistics; installers; client’s personnel and maintain strong, mutually beneficial business relationships.

Under the direction of the Project Manager, to respond to changes, issues problems that may come into play in a forward thinking, progressive, responsible and professional manner.

Assist the Project Manager to check that jobs are quoted, manufactured, packaged, shipped, installed and invoiced, on time and within budget and according to client requirements & ISPA quality standards.

To accurately enter information regarding project specifications into ISPA information systems including ERP123, and/or other programs or software as required.

To communicate clearly and concisely in professional, business English with all clients, suppliers and other stakeholders regarding the relevant project or account, ensuring that all critical changes or challenges are captured in writing with customer approval and that these changes are communicated to all internal stakeholders in a reasonable timeframe.

Reports to: Project Manager(s) – as assigned.

Main Duties and Responsibilities:

Assist Project Manager with assigned or delegated tasks associated with each project including (but not limited to):

• Assists Project Managers with take-offs, entering quantities and descriptions and prepare quotations, with help from Engineering department; check & forward shop drawings to client for approval;
• Under the direction of PM, initiates and releases sales and work orders, production and shipping schedules (but only once confirmed by Project Manager) and checks details match clients purchase order and final approved drawings.
• Meet with Project Managers, Plant Manager and Engineering Team Leader on production requirements, details and timelines;
• Monitor production process and keep abreast of job progress in accordance with client specifications, plans and shipping/installation schedule.
• Checking that Sales Orders and Work Orders are congruent with the estimate.
• Ensures that P.O. from client matches the ISPA quotation.
• Create purchasing requisition from information provided by Project Manager.
• Assist Project Manager with data entry of information into ERP system (for established client accounts)
• PM’s responsible for inputting data into EPICOR ERP on new accounts or new projects.
• Coordinate between ISPA Project Managers and client representatives / stakeholders.
• Checking details before shipment. Confirming QC before delivery to customer location. Checking quantities match Work Orders and P.O.s.
• Attend meetings on site or periodically at clients head office (as required)
• Maintain a professional, working business relationships with malls and contractors across Canada and the USA and/or other client locations to facilitate receipt and installation of goods by client and ISPA Representatives.
• Checks and reviews installation details (as required, when ISPA is responsible for installation) and report issues or concerns to the Project Manager to develop a solution.
• Maintain manual and computerized installer and supplier directory
• Other relevant job tasks as directed / assigned.
• Some travel within Canada and the USA may be required from time to time depending on client requirements.

Qualification Requirements:

Required: at least 2 years of relevant industry experience in North American retail store fixture industry as well as experience or background in relevant college education program.

Min. 2 years experience working with manufacturing based ERP systems. Preferred: EPICOR

Preferred: wood/millwork industry experience, working knowledge of materials, tools, equipment etc.

KEY RESULTS AND EXPECTATIONS

• Ensures that all tasks are completed accurately, to quality standards, budgets and timelines.
• Maintains effective client relations and inter departmental relationships in respectful and professional manner.
• Promptly communicates all relevant information, issues or concerns identified, changes to project scope or other client-initiated changes (especially any changes that may impact final invoice) to Project Manager, Senior Management team, Accounting department and the President. (As required)
• Performs tasks independently with minimal supervision. (Under direction of the assigned Project Manager)
• Enters Project and progress informtion into the EPICOR ERP system, and manages and ensures all documentation is securely stored on ISPA Information Systems.
• Follows and respects all HR and Health and Safety Training requirements, workplace policies etc.
• Follows direction of the assigned Project Manager(s) related to specific Project tasks, goals and objectives.
• When engaging with clients communicates using professional business English (written and spoken) at all times.