Project Coordinator

Michigan Office Environments; Michigan; On-site; USD 55,000 - 75,000; Full time

Job summary

Michigan Office Environments seeks a Project Coordinator to manage end-to-end coordination of commercial furniture projects from order through delivery and installation. You will act as the liaison between sales, vendors, installation teams, and customers to ensure projects are on time, within budget, and uphold high quality standards.

Strong organizational skills and multitasking are essential in this fast-paced role.

Responsibilities

• Coordinate all aspects of furniture projects from order acknowledgment through final installation
• Review orders for accuracy, completeness, and compliance with customer specifications
• Create and maintain detailed project timelines with clear milestones and deliverables
• Track purchase orders with manufacturers and monitor production status
• Manage customer expectations regarding project timelines, delivery schedules, and any potential delays
• Coordinate with sales team to clarify specifications, resolve discrepancies, and address change orders
• Prepare and distribute internal project status reports to stakeholders
• Conduct pre-installation site visits to verify space readiness, access requirements, and logistics
• Coordinate freight scheduling and receiving at warehouse facility
• Manage project documentation including purchase orders, shipping documents, and installation instructions
• Develop and maintain master installation schedule balancing customer requirements and crew availability
• Schedule delivery and installation dates with customers, confirming access, parking, and site requirements
• Coordinate with installation crews to assign projects based on scope, complexity, and team capabilities
• Schedule pre-installation meetings with customers to review project scope, timelines, and expectations
• Arrange freight delivery appointments with carriers and coordinate receiving at warehouse
• Optimize installation crew schedules to maximize efficiency and minimize downtime
• Proactively identify and resolve scheduling conflicts before they impact customers
• Maintain calendar system for all project-related activities and milestones
• Coordinate punch list items and schedule follow-up visits to complete outstanding work
• Serve as primary point of contact for customers during project execution phase
• Communicate order status updates, shipping confirmations, and delivery schedules to customers
• Track orders with manufacturer representatives and elevate delays or issues
• Resolve shipping discrepancies, damaged goods claims, and missing items with vendors
• Coordinate with freight carriers regarding shipping schedules and delivery requirements
• Process and track warranty claims with manufacturers
• Respond to customer inquiries regarding project status within 24 hours
• Document all customer and vendor communications in project management system
• Inspect received merchandise for damage, defects, or discrepancies against purchase orders

Job description

Job Description

Position Title: Project Coordinator

Department: Operations

Reports To: Director, Design & Operations

FLSA Status: Exempt

Employment Type: Full-Time Compensation is commensurate with experience

POSITION SUMMARY

The Project Coordinator & Scheduler is responsible for managing the end-to-end coordination of commercial furniture projects from order placement through delivery and installation. This role serves as the primary liaison between sales, vendors, installation teams, and customers to ensure projects are executed on time, within budget, and to the highest quality standards. The ideal candidate thrives in a fast-paced environment, has exceptional organizational skills, and can manage multiple projects simultaneously while maintaining meticulous attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Project Coordination (40%)

• Coordinate all aspects of furniture projects from order acknowledgment through final installation
• Review orders for accuracy, completeness, and compliance with customer specifications
• Create and maintain detailed project timelines with clear milestones and deliverables
• Track purchase orders with manufacturers (Haworth, Steelcase, Herman Miller, etc.) and monitor production status
• Manage customer expectations regarding project timelines, delivery schedules, and any potential delays
• Coordinate with sales team to clarify specifications, resolve discrepancies, and address change orders
• Prepare and distribute internal project status reports to stakeholders
• Conduct pre-installation site visits to verify space readiness, access requirements, and logistics
• Coordinate freight scheduling and receiving at warehouse facility
• Manage project documentation including purchase orders, shipping documents, and installation instructions

Scheduling & Logistics (30%)

• Develop and maintain master installation schedule balancing customer requirements and crew availability
• Schedule delivery and installation dates with customers, confirming access, parking, and site requirements
• Coordinate with installation crews to assign projects based on scope, complexity, and team capabilities
• Schedule pre-installation meetings with customers to review project scope, timelines, and expectations
• Arrange freight delivery appointments with carriers and coordinate receiving at warehouse
• Optimize installation crew schedules to maximize efficiency and minimize downtime
• Proactively identify and resolve scheduling conflicts before they impact customers
• Maintain calendar system for all project-related activities and milestones
• Coordinate punch list items and schedule follow-up visits to complete outstanding work

Vendor & Customer Communication (20%)

• Serve as primary point of contact for customers during project execution phase
• Communicate order status updates, shipping confirmations, and delivery schedules to customers
• Track orders with manufacturer representatives and elevate delays or issues
• Resolve shipping discrepancies, damaged goods claims, and missing items with vendors
• Coordinate with freight carriers regarding shipping schedules and delivery requirements
• Process and track warranty claims with manufacturers
• Respond to customer inquiries regarding project status within 24 hours
• Document all customer and vendor communications in project management system

Quality Control & Problem Resolution (10%)

• Inspect received merchandise for damage, defects, or discrepancies against purchase orders