Project Coordinator

TriMark USA; Irvine (CA); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401K with employer match

Bonus programs eligibility

Job summary

TriMark USA, headquartered in Massachusetts, is seeking a Project Coordinator in Irvine, CA to support the Facilities department by coordinating the administrative and logistical aspects of client projects.

You will manage equipment orders, track materials, coordinate documentation, and communicate with clients, contractors, vendors, and internal teams; the ideal candidate has inside sales, quoting, order processing, purchasing, and customer service experience in foodservice, with strong

Qualifications

• High School Diploma or GED, or equivalent military or practical experience.
• 3 – 5 years of experience in an administrative or coordinator role.
• Experience in the construction industry preferred; foodservice industry experience is a plus.
• Ability to successfully pass a background check post offer acceptance.

Responsibilities

• Coordinate projects through all phases, including initial set-up, purchasing, customer communication, shipment of products, and project reconciliation.
• Import or input order information into the database/ERP system and verify accuracy against quotes and plans.
• Initiate and track purchase orders with manufacturers in accordance with project specifications.
• Input change orders and returns and notify relevant stakeholders of any delays.
• Organize and maintain a project filing system to ensure easy access to project documentation.
• Participate in project status meetings, providing detailed updates on assigned projects.
• Assist in resolving operational problems and identifying opportunities for process improvement.
• Provide support to other Project Coordinators as needed to manage schedule conflicts.
• Serve as a point of contact for customers, vendors, and service agencies on warranty claims and project inquiries.
• Create, print, and distribute service manuals and spec books as required.
• Assist customers at the front counter and answer general phone inquiries as backup support.
• Reconcile cash drawer and complete bank deposits daily.
• Scan receiving documents for the warehouse to maintain accurate records.
• Perform other duties as assigned.

Skills

Inside sales

Quoting

Order processing

Purchasing

Customer service

MS Office (Word, Excel, Outlook)

Communication skills

Organizational skills

Auto Quotes

Education

High School Diploma or GED

Tools

ERP system

Auto Quotes

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 Divisional Senior Director, Project Coordination
• Located in Irvine, CA
• Full-Time
• In Office

The Project Coordinator plays a pivotal role in supporting the Facilities department by coordinating the administrative and logistical aspects of assigned client projects. This position helps to ensure the successful execution of projects by managing equipment orders, tracking materials, coordinating project documentation, and facilitating communication among clients, contractors, vendors, and internal stakeholders. The ideal candidate will have experience in inside sales, quoting, order processing, purchasing, and customer service, preferably within the foodservice industry. Strong organizational skills, attention to detail, and the ability to manager multiple priorities in a fast‑paced enviornment are essential for success in this role.

Project Coordination

• Coordinate projects through all phases, including initial set‑up, purchasing, customer communication, shipment of products, and project reconciliation.
• Import or input order information into the database/ERP system and verify accuracy against quotes and plans.
• Initiate and track purchase orders with manufacturers in accordance with project specifications.
• Input change orders and returns and notify relevant stakeholders of any delays.

Administrative Support

• Organize and maintain a project filing system to ensure easy access to project documentation.
• Participate in project status meetings, providing detailed updates on assigned projects.
• Assist in resolving operational problems and identifying opportunities for process improvement.
• Provide support to other Project Coordinators as needed to manage schedule conflicts.

Customer Service

• Serve as a point of contact for customers, vendors, and service agencies on warranty claims and project inquiries.
• Create, print, and distribute service manuals and spec books as required.
• Assist customers at the front counter and answer general phone inquiries as backup support.

Miscellaneous Tasks

• Reconcile cash drawer and complete bank deposits daily.
• Scan receiving documents for the warehouse to maintain accurate records.
• Perform other duties as assigned.

Competencies

• Superior customer service attitude with a commitment to excellence.
• High attention to detail and ability to prioritize tasks effectively.
• Proficiency in MS Word, Excel, Outlook, and operating systems.
• Excellent communication and interpersonal skills.
• Strong problem‑solving and organizational abilities.
• Self‑motivated with a strong work ethic.
• Proficient in Auto Quotes and product knowledge.

Qualifications & Experience

• High School Diploma or GED, or equivalent military or practical experience.
• 3 – 5 years of experience in an administrative or coordinator role.
• Experience in the construction industry preferred; foodservice industry experience is a plus.
• Ability to successfully pass a background check post offer acceptance.

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.