Furniture Project Coordinator

Empire & Co.; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

Empire & Co. in New York, NY is seeking a Furniture Project Coordinator to support the project management team and ensure efficient handling of orders from start to finish.

The role emphasizes high-level customer service, coordination with vendors, and maintaining accurate records. Strong communication, organizational skills, and familiarity with Steelcase and Hedberg systems are preferred.

Qualifications

• High School Degree plus 1-2 years of professional experience.
• Bachelor’s degree or equivalent.
• Steelcase and Hedberg experience required.
• Furniture or dealership experience a plus but not required.
• Proficiency in Microsoft Office (Outlook, Excel, Word).
• Strong communication skills, both written and oral.
• Ability to take initiative and think proactively.
• Multitasking capability and strong time management.
• Critical thinking to solve issues.
• Team-oriented and deadline-focused.

Responsibilities

• Assist in the preparation of quotes and orders with accurate pricing and product details.
• Coordinate with vendors to confirm order details and follow up on acknowledgments.
• Maintain updated records of client interactions and order statuses in internal systems.
• Support the sales team by managing small to mid-sized projects under supervision.
• Organize floor plans and product counts for client presentations; assist with sales reports.
• Request and track COI as needed for project installations.
• Provide excellent customer service with timely responses to inquiries.
• Assist with installation materials, including punch lists and resolving discrepancies.
• Collaborate with Senior Sales Coordinators and Sales Managers to ensure on-time project completion.
• Invoicing upon delivery and installation; manage day two orders.

Skills

Communication skills

Initiative

Time management

Teamwork

Attention to detail

Education

High School Diploma

Bachelor’s degree or equivalent

Tools

Microsoft Office

Job description

About Empire & Co.Empire & Co. is the largest commercial furniture dealer in the world, with over 80 years of experience and more than 565 full-time employees across the country. We are the preeminent Steelcase dealer in the United States and support a list of more than 500 manufacturers. We partner with best-in-class architects, designers, brokers, craftsmen, and manufacturers to deliver proven workspace solutions. With creative and cost-effective results, we address business challenges and activate brands.OverviewEmpire & Co. is currently seeking a Furniture Project Coordinator to join our team in NYC. The Furniture Project Coordinator is a crucial part of our project team, responsible for providing high-level customer service, supporting the project management team, and ensuring that all orders and projects are managed efficiently from start to finish. This role will be vital in helping us meet and exceed our customers’ expectations of "Delivering Perfect."Key ResponsibilitiesThe Furniture Project Coordinator will manage various aspects of the account coordination process, including:Assist in the preparation of quotes and orders, ensuring accuracy in pricing and product details.Coordinate with vendors to confirm order details and follow up on acknowledgments.Maintain updated records of client interactions and order statuses in our internal systems.Support the sales team by managing small to mid-sized projects under supervision.Organize and color-code floor plans and product counts for client presentations.Assist with the creation of sales reports and documentation required for meetings.Request and track Certificates of Insurance (COI) as needed for project installations.Provide excellent customer service by addressing client inquiries and ensuring timely responses.Support the team in organizing and preparing materials for client installations, including managing punch lists, and assisting with the resolution of any discrepancies.Collaborate with the Senior Sales Coordinators and Sales Managers to ensure all projects are completed on time and within scope.Order Follow-upConfirming receipt of purchase orders with vendors.Confirming receipts of acknowledgments from vendors.Creating and managing vendor requests for deposits.Leading resolution of acknowledgment discrepancies.Creating order status reports (initiate and maintain throughout).Pre-InstallationCreating Operations requests (advise union/non-union; standard time or overtime).Assisting in the preparation of installation packages/binders.InstallMaintaining punch list documentation (dates, advising clients).Ordering punch list items (if necessary/requested).Creating laser and RA tickets when PM is not involved to prompt freight claims.Completing installation.Post InstallationInvoicing upon delivery and installation.Managing day two orders.Maintaining client contact to ensure satisfaction.OtherInputting and setting up new customers and vendors.Requesting warranty information.Compiling Product Mix Reports.Skills & QualificationsHigh School Degree plus 1-2 years of professional experience.Salary: $60,000 - $75,000 based on experience.Bachelor’s degree or equivalent.Steelcase and Hedberg experience required.Furniture or dealership experience a plus but not required.Proficiency in Microsoft Office (Outlook, Excel, Word).Strong communication skills, both written and oral.Ability to take initiative and think proactively.Comfortable handling multiple tasks at a time.Proven organizational and time management skills.Critical thinking capabilities to solve any issues.Understanding and adherence to deadlines.Ability to work well in a team environment.