Project Manager – Hospitality FF&E

JRoss Recruiters; Port Coquitlam; Hybrid; CAD 85,000 - 110,000; Full time

Job summary

JRoss Recruiters is seeking a Project Manager with FF&E experience to lead hospitality installation projects from quotation through closeout. You will coordinate schedules, logistics and client communications across internal teams and suppliers.

The role emphasizes proactive problem solving, risk management and hands-on involvement with project milestones across Canada, with travel to site visits as needed. Hybrid work in Port Coquitlam area available.

Qualifications

• 3-7 years of experience in project management or FF&E coordination.
• Proven ability to manage multiple concurrent projects with stakeholders.
• Hospitality, hotel, commercial interiors or FF&E experience preferred.
• Experience coordinating with international manufacturers or suppliers is an asset.

Responsibilities

• Manage multiple hospitality FF&E projects from quotation through delivery and closeout.
• Build and maintain detailed project schedules from required delivery dates to establish manufacturing, approval and shipping milestones.
• Coordinate internal teams, manufacturing partners, suppliers, logistics providers, installers and clients throughout each stage of the project.
• Maintain ownership of project timelines, deliverables and day-to-day decision-making.
• Identify potential delays, specification gaps or project risks early and take action before they affect the client.
• Communicate proactively with clients, leadership and internal teams rather than waiting to be asked for updates.
• Take accountability for project outcomes and work through challenges with a solution-focused approach.

Skills

Project management

Stakeholder coordination

Schedule management

Client communication

Detail-oriented

Travel up to 20%

Education

Business degree or PMP

Job description

• Manage multiple hospitality FF&E projects simultaneously from quotation through manufacturing, delivery, installation and closeout.
• Build and maintain detailed project schedules, working backward from required delivery dates to establish manufacturing, approval and shipping milestones.
• Coordinate internal teams, manufacturing partners, suppliers, logistics providers, installers and clients throughout each stage of the project.
• Maintain ownership of project timelines, deliverables, financial performance and day-to-day decision-making.
• Identify potential delays, specification gaps or project risks early and take action before they affect the client.
• Communicate proactively with clients, leadership and internal teams rather than waiting to be asked for updates.
• Take accountability for project outcomes and work through challenges with a solution-focused approach.

Quoting & Proposal Development

• Gather detailed project specifications, quantities, materials and client requirements before submitting requests to manufacturing partners.
• Coordinate requests for quotation with international manufacturing partners.
• Review and compare supplier quotations for pricing, specifications, quantities and completeness.
• Confirm material, fabric, finish and related supplier pricing as required.
• Prepare accurate client quotations within established margin guidelines.
• Follow up consistently on outstanding proposals and project opportunities.
• Question inconsistencies, missing information or specifications that could affect pricing, production or delivery.

Manufacturing & Production

• Coordinate shop drawings, material samples and client approvals.
• Review drawings and specifications carefully to ensure requirements have been captured accurately.
• Track manufacturing schedules and follow up at key production milestones.
• Review quality control information before presenting it to the client.
• Work closely with overseas manufacturing partners to keep production progressing according to schedule.
• Catch potential errors before production whenever possible, including incorrect materials, dimensions, quantities or specifications.

Client Relationship Management

• Serve as the client's primary contact throughout the complete project lifecycle.
• Build trusted relationships through polished, responsive and proactive communication.
• Keep clients informed of progress, timelines, issues and next steps throughout the project.
• Manage challenges calmly and professionally while protecting the long-term client relationship.
• Anticipate client questions and concerns rather than simply reacting to them.
• Look for opportunities to strengthen relationships and support repeat business and referrals.
• Represent the organization professionally with clients managing significant project budgets and timelines.
• Coordinate with logistics teams on international shipping, container timing, delivery schedules and site readiness.
• Ensure all required approvals and payment milestones are completed before delivery.
• Attend project sites during important delivery and installation periods.
• Support installers, subcontractors and project partners to resolve issues quickly when they arise.
• Make practical day-to-day decisions that keep projects moving while escalating larger financial, timing or client-impact issues appropriately.
• Help ensure installation activity is completed safely and in accordance with site requirements.
• Travel to project sites as required and remain responsive while working away from the office.

Warranty & Project Closeout

• Remain accountable for warranty and post-installation issues until they are fully resolved.
• Determine appropriate solutions to deficiencies and coordinate corrective action.
• Keep clients informed throughout warranty and service resolution.
• Confirm project deficiencies and outstanding items are completed before final closeout.
• Ensure applicable change orders and additional costs are captured and billed.
• Support final invoicing and preparation of accurate project profit and loss summaries.
• Conduct project reviews and help translate lessons learned into stronger systems, processes and operating procedures.
• Stay engaged after delivery, recognizing that long-term client relationships extend beyond the completion of a single project.

Requirements

• 3-7 years of experience in project management, construction, procurement, FF&E, interior design, supply chain or a related project coordination environment.
• Demonstrated ability to manage several concurrent projects with multiple stakeholders, timelines and dependencies.
• Experience managing projects from quotation or specification through production and final delivery.
• Hospitality, hotel, commercial interiors or FF&E experience is strongly preferred.
• Experience coordinating with international manufacturers or suppliers is an asset.
• Strong ability to interpret shop drawings, specifications, samples and supplier quotations.
• Commercial understanding, including pricing, margins, change orders and project financial performance.
• Excellent client-facing communication skills with the confidence to represent the organization professionally.
• Highly organized and detail-oriented, with the ability to identify inconsistencies before they become costly problems.
• Comfortable working in an environment where not every process is already built and where resourcefulness is important.
• Strong problem-solving ability with the confidence to make routine project decisions independently.
• Proactive communicator who keeps clients, colleagues and leadership informed without needing to be prompted.
• Comfortable managing complexity and changing priorities without losing control of project details.
• Strong sense of ownership and accountability for project results.
• Collaborative approach with the ability to work effectively across operations, logistics, administration, suppliers and leadership.
• A business degree, PMP designation or related education is considered an asset.
• A trade background such as millwork, carpentry or electrical is a strong asset.
• Interior design experience is also considered an asset.
• Mandarin language skills are considered an asset but are not required.
• Comfortable working with international partners across time zones, including occasional evening communication.
• Able to travel approximately 20% of the time to project sites within Canada.
• Valid driver's licence and access to a reliable vehicle required for site visits and project-related travel.
• Comfortable with occasional hands-on activity associated with installations, samples and project sites.

Corporate Culture

• Based in Port Coquitlam, British Columbia.
• Hybrid working environment, with office attendance generally expected one to two days per week depending on business needs.
• Combination of office work, client meetings, project sites and occasional warehouse activity.
• Approximately 20% domestic travel, primarily within British Columbia, Alberta and Ontario.
• Standard business hours with some flexibility.
• Occasional evening availability required for international manufacturing coordination.