Project Coordinator

Acara Solutions, Inc.; Buffalo (NY); On-site; USD 55,000 - 70,000; Full time

Job summary

Acara Solutions, Inc. is seeking a Project Coordinator to support Regional Sales Managers by guiding projects from order entry through completion. You will collaborate with Sales, Operations, Accounting, Technical, Purchasing, and Warehouse teams to meet timelines and delivery goals.

In this role, you will manage multiple projects, onboard customers, process contracts and vendor forms, and coordinate with installation teams. A 2-year degree and 3+ years of related experience are preferred.

Qualifications

• Minimum 2-year AS degree in Project Management/Engineering/Business or equivalent experience.
• 3+ years of experience in Project Management, Procurement, or Inside Sales.
• Strong organization, communication, and documentation skills.
• Ability to coordinate cross-functional teams and manage multiple projects.

Responsibilities

• Manage multiple projects and ensure customer requirements are met.
• Complete onboarding, contracts, vendor forms, and payment setup.
• Gather order details and follow up with Sales on missing items.
• Coordinate kickoff meetings with customers, Sales, and installation teams.
• Enter purchase orders and BOMs into the ERP system.
• Monitor orders, shipments, and project timelines with proactive updates.
• Maintain project documentation and identify potential roadblocks.
• Provide account support and close out projects as needed.

Skills

Project coordination

Stakeholder communication

GANTT chart

ERP software

Procurement experience

Education

AS degree in Project Management/Engineering/Business

Tools

ERP software

Job description

Schedule:Monday-Friday 8AM to 5PM, 100% onsite

About the Opportunity:

The Project Coordinator supports Regional Sales Managers by coordinating projects from order entry through completion. This role works closely with Sales, Operations, Accounting, Technical, Purchasing, and Warehouse teams to ensure customer requirements, timelines, and deliveries are met.

Why You'll Love Working Here:

• Supportive, team-driven culture that values collaboration, transparency, and accountability
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries
• People-first environment that encourages employees to bring their authentic selves to work
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates

Why This Opportunity is Exciting:

This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

Sound like a good fit?

What You'll Do:

• Manage multiple projects and ensure customer requirements are met.
• Complete customer onboarding, contracts, vendor forms, and credit/payment setup.
• Gather and verify order information and follow up with Sales on missing details.
• Coordinate project kickoff meetings and align customers, Sales, and installation teams.
• Enter purchase orders and accurate bills of materials into the ERP system.
• Coordinate with Technical on drawings and custom parts.
• Work with Purchasing and Warehouse to ensure materials are ordered and delivered on time.
• Monitor open orders, shipments, and project timelines; provide proactive updates.
• Track shipments and resolve delivery delays or material shortages.
• Maintain project documentation, checklists, and digital files.
• Identify potential roadblocks and communicate project status to Management.
• Complete project closeout documentation and provide additional account support as needed.

Job Requirements

What You'll Bring:

Minimum 2-year AS degree in Project Management/Engineering/Business, or equivalent experience

3+ years relevant experience working in Project Management, Procurement, or Inside Sales

What Sets You Apart:

Big picture understanding with detailed approach

Process driven, task focused, problem solver Self-motivated, individual contributor and team player

Project Management skills - GANTT chart experience, highly organized, good record keeping

Communication skills -clear and professional communication (written & verbal)

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.