Account Coordinator

Ascendo Resources; Jacksonville (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Ascendo Resources is seeking a detail-oriented Project Order Coordinator to support customer projects from quote through invoicing. You will coordinate between sales, project management, design, customers, manufacturers, and vendors to keep orders accurate and on schedule.

The ideal candidate has 2+ years in order processing, purchasing, or project coordination, with preference for government-related projects and ERP experience.

Qualifications

• Associate degree or equivalent training considered.
• Experience in order processing, purchasing, project coordination, or similar roles.
• Experience with government contractors or government-related projects preferred.
• Furniture industry, commercial interiors, or project implementation exposure a plus.
• Experience with order-entry systems, ERP, or database management preferred.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Strong written and verbal communication and attention to detail.

Responsibilities

• Review, process, track, bill, and close project orders accurately.
• Liaise between sales, customers, manufacturers, and vendors throughout order flow.
• Prepare quotes by collecting specs and information from multiple teams.
• Review pricing, product info, specifications, and discounts.
• Assist with customer proposals and supporting documentation.
• Issue deposits and confirm receipt prior to order entry.
• Convert quotes to orders and verify order details for accuracy.
• Create and issue purchase orders to manufacturers and vendors.
• Confirm receipt of purchase orders and process vendor acknowledgements.
• Identify and resolve discrepancies during order acknowledgement.
• Monitor lead times and communicate delays to internal teams.
• Track products from order through delivery and installation.
• Coordinate documentation for deliveries, installations, and service requests.
• Maintain punch-lists and order resolution through completion.
• Manage claims and follow to resolution.
• Review orders for billing accuracy and process final invoicing.
• Maintain project, order, purchasing, and customer documentation through lifecycle.

Skills

Order processing

Project coordination

Communication skills

Attention to detail

MS Office

ERP systems

Pricing & specs review

Vendor liaison

Education

Associate degree

Tools

ERP platforms

CET

CAP 2020

Project Matrix

Job description

Our client is seeking a detail-oriented and highly organized Project Order Coordinator to support the successful execution of customer projects from initial quote through ordering, delivery, installation, and final invoicing. This position serves as a key liaison between sales, project management, design, customers, manufacturers, and vendors to ensure orders are processed accurately and projects remain on schedule.

The ideal candidate has experience with order processing, purchasing, project coordination, or contract-based environments and is comfortable managing multiple projects and deadlines simultaneously. Experience working with government contractors or supporting government-related projects is preferred.

Key Responsibilities

• Review, process, track, bill, and close project orders accurately and efficiently.
• Serve as a liaison between sales, internal departments, customers, manufacturers, and vendors throughout the order process.
• Prepare quotes by gathering product specifications, conducting product research, identifying special project requirements, and obtaining necessary information from sales, design, project management, customers, and vendors.
• Review and validate pricing, product information, specifications, and discounts provided by internal teams and external vendors.
• Assist with preparing and issuing customer proposals and supporting documentation.
• Issue deposit invoices and confirm receipt of required deposits prior to order entry.
• Convert approved quotes into orders and carefully review order details for accuracy.
• Create and issue purchase orders to manufacturers and vendors.
• Confirm receipt of purchase orders and process vendor acknowledgements.
• Identify and resolve discrepancies during the order acknowledgement process.
• Monitor manufacturer lead times and communicate delays or changes to appropriate internal departments.
• Track products from order placement through receipt to support timely delivery and installation.
• Coordinate and prepare documentation for deliveries, installations, and service requests.
• Maintain accurate punch-list documentation and order replacement or outstanding items through final resolution.
• Manage product or freight claims and follow them through resolution.
• Review completed projects and orders for billing accuracy.
• Process final invoicing following delivery and installation.
• Maintain accurate project, order, purchasing, and customer documentation throughout the project lifecycle.

Qualifications

• Associate degree from an accredited two-year college or technical school preferred; equivalent related experience and training will also be considered.
• 2+ years of experience in order processing, purchasing, project coordination, customer operations, or a related field preferred.
• Experience supporting government contractors, government-related projects, or contract-driven environments is preferred.
• Furniture industry, commercial interiors, or project implementation experience is a plus.
• Experience working with order-entry systems, ERP platforms, or database management systems preferred.
• Experience with specification software such as CET, CAP 2020, or Project Matrix is a plus.
• Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent attention to detail with the ability to review pricing, purchase orders, specifications, and supporting documentation for accuracy.
• Ability to manage multiple priorities and meet tight deadlines.
• Strong organizational, follow-up, and problem-solving skills.
• Ability to work independently while collaborating effectively with cross-functional teams.