Project Coordinator

Dexian; Dublin (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Dexian leads the recruitment and onboarding of a multi-banner retailer.

The Lead Project Coordinator supports new store openings, coordinating fixture, equipment, and signage installations each quarter, and partnering with store leadership, Construction, IT, Finance, Fixture Purchasing, Store Planning, and other cross-functional teams to deliver operational support and maintain up-to-date documentation including timelines, procedures, manuals, and training materials.

Qualifications

• Retail store operations experience.
• Extensive coordination and project management experience, preferably in retail.
• Strong cross-functional collaboration and vendor management background.
• Demonstrated experience managing schedules and tracking project timelines to on-time completion.
• Strong advanced Microsoft Excel proficiency (formulas, pivot tables, data analysis).
• Proficiency in the broader Microsoft Office Suite (especially Word) and Smartsheet.
• Highly detail-oriented with the ability to work independently and manage competing priorities.

Responsibilities

• Develop and maintain project timelines and budgets, including project plans, stakeholder communications, and supporting documentation for operational procedures.
• Manage schedules and track project milestones to ensure on-time completion across multiple concurrent store openings.
• Support pre-opening preparations, including reviewing fixture plans, confirming fixture orders, and issuing plans to installers for scheduled installations.
• Coordinate requests for installer bids and analyze submittals for leadership review.
• Review site conditions and municipal delivery constraints, partnering with logistics vendors to ensure on-time delivery of fixtures, equipment, and signage.
• Manage vendor follow-up, oversee new store kit assembly (including print/copy center requests and packing), and code financial invoices.

Skills

Coordination

Project management

Cross-functional collaboration

Vendor management

Excel

Smartsheet

Attention to detail

Independent work

Tools

Smartsheet

Microsoft Word

Job description

The Lead Project Coordinator supports new store opening initiatives for a multi-banner retail organization. This role coordinates multiple fixture, equipment, and signage installations each quarter, partnering with store and field leadership, Construction, IT, Finance, Fixture Purchasing, Store Planning, and other cross-functional teams to deliver operational support, execute business processes, and maintain up-to-date documentation including timelines, procedures, manuals, and training materials. The Lead Coordinator drives projects against approved plans, proactively identifies and resolves issues, and applies best practices to minimize shortages, go-backs, and rework while delivering a high level of service to stores.

Key Responsibilities

• Develop and maintain project timelines and budgets, including project plans, stakeholder communications, and supporting documentation for operational procedures.
• Manage schedules and track project milestones to ensure on-time completion across multiple concurrent store openings.
• Support pre-opening preparations, including reviewing fixture plans, confirming fixture orders, and issuing plans to installers for scheduled installations.
• Coordinate requests for installer bids and analyze submittals for leadership review.
• Review site conditions and municipal delivery constraints, partnering with logistics vendors to ensure on-time delivery of fixtures, equipment, and signage.
• Manage vendor follow-up, oversee new store kit assembly (including print/copy center requests and packing), and code financial invoices.

Communication & Process Improvement

• Support and contribute to field-facing conference calls and update related materials.
• Create new store survey questions for touch-base calls with field teams.Support process improvement initiatives across the new store opening workflow.

Qualifications

• Retail store operations experience.
• Extensive coordination and project management experience, preferably in retail.
• Strong cross-functional collaboration and vendor management background.
• Demonstrated experience managing schedules and tracking project timelines to on-time completion.
• Strong analytical skills with advanced Microsoft Excel proficiency required (formulas, pivot tables, data analysis).
• Proficiency in the broader Microsoft Office Suite (especially Word) and Smartsheet.
• Highly detail-oriented with the ability to work independently and manage competing priorities.

• Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran statu