Project Coordinator

Trimark-USA; Cleveland (OH); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental, vision

401k with company match

Community Service Day

Spotlight Awards

National Sales Excellence Awards

CFSP Prep Certification Program

Job summary

TriMark USA in Cleveland, OH is seeking a Project Coordinator to manage multiple kitchen design and equipment projects from setup through final billing. The role collaborates with project managers, estimators, and sales to ensure on-time delivery and accurate contracts.

You will handle order imports, purchasing, scheduling, and customer communications, acting as the liaison among customers, suppliers and internal teams to keep projects on track.

Qualifications

• High School diploma or GED, or equivalent Military or practical experience.
• Business/Technical degree or equivalent experience required.
• Moderate billing experience.
• Proficient computer skills, including Microsoft Excel, Word, Outlook and database systems.
• Familiarity with JD Edwards.
• AutoQuotes and DataModes experience a plus.
• Ability to successfully pass a background check post offer acceptance.

Responsibilities

• Manage projects through all phases of job including initial job set-up, stage invoicing, purchasing, customer communication of timelines, and shipment of product, final project reconciliation and billing.
• Import of order information from existing quotation and customer contract into the database/ERP system
• Work with Project Manager, Estimator and Sales to verify accuracy of contract to most current quote and plans available.
• Working closely with customers to answer any questions and address any problems or complications that may arise.
• Identifying and communicating the schedule for all phases of the project making sure the customer's expectations and productions schedules are synchronized.
• Initiating orders with the purchasing agent or directly with the manufacturer in accordance with the project specifications.
• Verify all purchase order are received and accepted by the supplier and any approvals paperwork is returned.
• Review all contracts and ensure all required documents and instructions are in compliance to prevent payment delays at the end of the project.
• Assist sales in managing the risks associated with project contracts to minimize ISI Commercial Refrigeration's exposure to financial loss and liability.
• Processing change orders as the project proceeds, and mitigating costs by recognizing possible substitutions.
• Notifying sales, project manager and/or the customer immediately of delays caused by others.
• Organizing and maintaining a project filing system.
• Participate in a weekly meeting to update the team of project status. Be able to supply answers to specific questions on each project in your area of responsibility.
• Helping to resolve operational problems and identifying work process improvements.
• Assisting other Project Coordinators when they have schedule conflicts.

Skills

Billing experience

Microsoft Excel

Microsoft Word

Microsoft Outlook

Database systems

Teamwork

Time management

Education

High School diploma or GED

Business/Technical degree

Tools

JDEdwards

AutoQuotes

DataModes

Job description

TriMark USA is the country’s largest provider of design services, equipment, and supplies to the foodservice industry. We proudly serve our customers by providing design services, commercial equipment, and foodservice supplies across a wide range of industries and business sectors. Headquartered in Massachusetts, with a history dating back to 1896, we have locations across the country that offer foodservice operators an unparalleled level of service by combining our unique design capabilities and our expert market knowledge with the purchasing strength, delivery, installation, and after-sales service capabilities of a national company. Our employees are focused on creating customized solutions for our clients to ensure they achieve their culinary goals while upholding our I.C.A.R.E. values: Integrity , Customer Service , Accountability , Respect , and Excellence . For more information, please visit: www.trimarkusa.com

Why you’ll love it here!

• Benefits include Medical, Dental, Vision, Tuition Reimbursement, Pet, and Legal Insurance
• 401k
• Community Service Day
• Spotlight Awards
• National Sales Excellence Awards
• CFSP Prep Certification Program

POSITION SUMMARY:

• The Project Coordinator reports to the Manager, Project Coordinators
• Located in Cleveland, OH
• Full-Time
• Hybrid

The Project Coordinator is responsible to take a signed contract, enter it into the system, order the equipment in the system and get it to the project on time and managing multiple projects while maintaining customer relationships throughout the process. This position serves as a liaison between various departments within the organization, customers and suppliers.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Managing projects through all phases of job including initial job set-up, stage invoicing, purchasing, customer communication of timelines, and shipment of product, final project reconciliation and billing.
• Import of order information from existing quotation and customer contract into the database/ERP system
• Work with Project Manager, Estimator and Sales to verify accuracy of contract to most current quote and plans available.
• Working closely with customers to answer any questions and address any problems or complications that may arise.
• Identifying and communicating the schedule for all phases of the project making sure the customer's expectations and productions schedules are synchronized.
• Initiating orders with the purchasing agent or directly with the manufacturer in accordance with the project specifications.
• Verify all purchase order are received and accepted by the supplier and any approvals paperwork is returned.
• Review all contracts and ensure all required documents and instructions are in compliance to prevent payment delays at the end of the project.
• Assist sales in managing the risks associated with project contracts to minimize ISI Commercial Refrigeration's exposure to financial loss and liability.
• Processing change orders as the project proceeds, and mitigating costs by recognizing possible substitutions.
• Notifying sales, project manager and/or the customer immediately of delays caused by others.
• Organizing and maintaining a project filing system.
• Participate in a weekly meeting to update the team of project status. Be able to supply answers to specific questions on each project in your area of responsibility.
• Helping to resolve operational problems and identifying work process improvements.
• Assisting other Project Coordinators when they have schedule conflicts.

COMPETENCIES:

• Ability to work independently yet within a team setting is essential.
• Ability to present oneself and communicate both orally and in writing in a professional, positive, and courteous manner at all times with customers and all levels of the supply chain.
• Works as an effective and proactive team player; understands the importance of supporting our customers, project managers and sales team.
• Adapt to changes in the work environment, manage competing demands, and is able to deal with frequent change, delays, or unexpected events.
• Ability to apply effective time management and self-management skills.
• Ability to be flexible and productive in an environment with regular interruptions.
• Superior organization, prioritization and proactive problem-solving skills.
• Self-directed and motivated to continually evaluate and improve processes and procedures.

QUALIFICATIONS & EXPERIENCE:

• High School diploma or GED, or equivalent Military or practical experience.
• Business/Technical degree or equivalent experience required.
• Moderate billing experience.
• Proficient computer skills, including Microsoft Excel, Word, Outlook and database systems.
• Familiarity with JD Edwards
• AutoQuotes and DataModes experience a plus.
• Ability to successfully pass a background check post offer acceptance.

#PMInterested

Compensation includes the posted base salary range and does not reflect potential commission, incentive, bonus, or other additional compensation opportunities, where applicable. Total compensation is determined based on experience, skills, internal equity, geographic location, and other job-related compensatory factors.

In addition to base salary, this role will be eligible for participation in TriMark’s’ benefits programs, including medical, dental, vision, 401K (with employer match), etc.Leadership positions may also qualify for participation in bonus programs commensurate with role and scope of responsibility.

TriMark USA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [e-mail].