Project Coordinator Admin

Atrium Staffing; New York (NY); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

Atrium Care Package

Job summary

Atrium Staffing is seeking a Project Coordinator Admin to manage multiple client projects with minimal supervision. You will track progress, prepare quotes, and maintain accurate records.

You will serve as the primary contact for quotes, scheduling, status updates, and service requests, coordinating furniture pickups and on-site appointments while ensuring timely progress and accuracy. Ideal candidates have strong organizational skills, can anticipate issues, and communicate professionally with

Qualifications

• Experience in project coordination or admin support roles.
• Ability to manage multiple projects and prioritize tasks.
• Strong communication with clients and vendors.

Responsibilities

• Manage multiple active client projects simultaneously, independently tracking progress through various stages.
• Serve as the primary contact for quotes, scheduling, project status, delays, pickups, deliveries, and service requests.
• Proactively follow up with clients, vendors, suppliers, and internal staff to ensure momentum.
• Coordinate furniture pickups, deliveries, on-site service appointments, maintaining accurate work orders and schedules.
• Obtain vendor pricing, availability, and lead times for fabrics, hardware, materials, and external services.
• Review invoices and project documentation for accuracy before client submission.
• Assist with accounts payable/vendor invoices and project cost tracking.
• Provide high-level administrative support to management.

Skills

Project coordination

Office management

Admin support

Operations coordination

Vendor management

Client coordination

Education

High school diploma

Job description

Client Overview:

Our client is an established company specializing in furniture and project coordination services. They are currently looking to add a proactive Project Coordinator Admin to their team.

Salary/Hourly Rate:

$28/hr

Position Overview:

The Project Coordinator Admin will take ownership of multiple projects, reducing the need for management oversight. The ideal candidate will manage numerous moving parts, anticipate issues, communicate professionally with clients and vendors, prioritize tasks independently, and discern when to escape matters. This role requires demonstrated ownership beyond basic administrative support.

Responsibilities of the Project Coordinator Admin:

• Manage multiple active client projects simultaneously, independently tracking progress through various stages.
• Serve as the primary contact for clients regarding quotes, scheduling, project status, delays, pickups, deliveries, and service requests.
• Proactively follow up with clients, vendors, suppliers, and internal staff to ensure completion of outstanding items and project momentum.
• Coordinate furniture pickups, deliveries, and on-site service appointments, maintaining accurate work orders and schedules.
• Obtain vendor pricing, availability, and lead times for fabrics, hardware, materials, and external services.
• Follow up on outstanding vendor quotes, orders, materials, and delivery dates.
• Source project materials, request samples, and coordinate purchasing as needed.
• Purchase and track project materials, ensuring timely receipt for scheduled work.
• Monitor incoming furniture and materials for proper identification, documentation, and client/project association.
• Prepare client quotes and proposals, send to clients, track approvals, and follow up as necessary.
• Maintain accurate project records, notes, correspondence, pricing, approvals, scheduling, and action items.
• Respond professionally to client inquiries and issues, taking ownership to obtain necessary information.
• Identify potential delays or problems early and proactively work toward solutions.
• Coordinate and maintain Certificates of Insurance and other required documentation for client locations.
• Review completed projects to ensure all information is available for invoicing.
• Review invoices and project documentation for accuracy before client submission.
• Assist with accounts payable/vendor invoices and project-related cost tracking as needed.
• Communicate effectively with office staff, vendors, clients, drivers, and production/workroom employees.
• Manage frequent interruptions and shifting priorities while maintaining accuracy and completing ongoing tasks.
• Maintain confidentiality of client, company, employee, and financial information.
• Identify opportunities to improve administrative procedures, tracking systems, and workflow efficiency.
• Provide higher-level administrative support to management, anticipating needs proactively.

Required Experience/Skills for the Project Coordinator Admin:

• Experience in project coordination, office management, executive administrative support, operations coordination, account/client coordination, vendor management, or similar roles.
• Proven ability to take ownership and move work forward independently rather than performing only clerical tasks.
• Strong organizational skills with the ability to manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal, with professional client and vendor interaction.
• Ability to anticipate problems, prioritize tasks, and escape issues appropriately.
• Proficiency in maintaining detailed records and documentation.
• Ability to handle interruptions and changing priorities while maintaining accuracy.
• Discretion and confidentiality in handling sensitive information.

Preferred Experience/Skills for the Project Coordinator Admin:

• Prior experience in furniture or related industries is a plus.
• Familiarity with vendor pricing, purchasing processes, and project material sourcing.
• Experience coordinating Certificates of Insurance and client documentation.

Education Requirements:

• High school diploma or equivalent is required.
• Additional administrative or project management training is preferred.

Benefits:

• Atrium Care Package available, upon eligibility (including healthcare plans, discount programs, and paid time off).