Project Coordinator

Vivant Consultants; New Jersey; On-site; USD 45,000 - 65,000; Full time

Job summary

Vivant Consultants in New Jersey is seeking a highly organized Project Coordinator to manage service orders, warranty claims, and manufacturer communications. You will coordinate with clients, project managers, installers, and technicians to ensure a seamless service experience and timely resolutions.

The role requires strong communication, attention to detail, and the ability to manage multiple tasks across departments.

Qualifications

• Associate degree or higher preferred, or equivalent relevant experience.
• Experience in customer service, account coordination, warranty administration, or service operations within the commercial interiors sector.
• Excellent organizational, multitasking, and problem-solving skills.
• Strong attention to detail and accurate documentation practices.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel and spreadsheet management.
• Ability to collaborate across departments and manage multiple priorities.
• Experience with CORE software is a plus.
• Active LinkedIn account.

Responsibilities

• Coordinate with clients, project managers, installers, technicians, and manufacturers to resolve service issues, product concerns, and discrepancies.
• Process purchase orders for replacement products and parts associated with service orders.
• Review receiving logs, work order notes, and punch lists to support timely issue resolution.
• Track outstanding punch list items and provide updates through final resolution.
• Submit and manage warranty, shortage, and freight claims through manufacturer and vendor portals.
• Inspect damaged or defective products and coordinate corrective actions, claims, and returns.
• Prepare labor quotes and estimates for manufacturer approval.
• Support the sales team with documentation and information for chargeable service orders.
• Respond promptly to customer inquiries regarding service and warranty repairs via phone and email.
• Assist with manufacturer product recalls and other service-related communications.

Skills

Organizational skills

Multitasking

Problem-solving

Attention to detail

Documentation

Written communication

Verbal communication

Excel

Cross-department collaboration

Education

Associate degree or higher

Tools

CORE software

Microsoft Office

Job description

Join a reputable dealership as a Project Coordinator and become part of a team committed to delivering exceptional customer service, operational excellence, and lasting client relationships.

We’re seeking a highly organized, detail-oriented, and customer-focused professional to coordinate service orders, warranty claims, product replacements, and manufacturer communications. This role is ideal for someone who enjoys problem-solving, building strong relationships, and ensuring a seamless experience for customers and internal teams.

Key Responsibilities

• Coordinate with clients, project managers, installers, technicians, and manufacturers to resolve service issues, product concerns, and discrepancies.
• Process purchase orders for replacement products and parts associated with service orders.
• Review receiving logs, work order notes, and punch lists to support timely issue resolution.
• Track outstanding punch list items and provide updates through final resolution.
• Submit and manage warranty, shortage, and freight claims through manufacturer and vendor portals.
• Inspect damaged or defective products and coordinate corrective actions, claims, and returns.
• Prepare labor quotes and estimates for manufacturer approval.
• Support the sales team with documentation and information for chargeable service orders.
• Respond promptly to customer inquiries regarding service and warranty repairs via phone and email.
• Assist with manufacturer product recalls and other service-related communications.

Qualifications

• Associate degree or higher preferred, or equivalent relevant experience.
• Experience in customer service, account coordination, warranty administration, or service operations within the commercial interiors sector.
• Excellent organizational, multitasking, and problem-solving skills.
• Strong attention to detail and accurate documentation practices.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office, particularly Excel and spreadsheet management.
• Ability to collaborate across departments and manage multiple priorities.
• Experience with CORE software is a plus.
• Active LinkedIn account.

The Ideal Candidate

You are proactive, dependable, and customer-focused, with the ability to manage multiple service requests while maintaining clear communication and attention to detail. You take ownership of issues and are committed to finding solutions that strengthen customer relationships and support the dealership’s success.