Project Coordinator Admin - 408496

Atrium; New York (NY); On-site; USD 33,000 - 44,000; Full time

Benefits offered by this job

Atrium Care Package

Job summary

Atrium, a furniture and project coordination firm in the United States, seeks a proactive Project Coordinator Admin to own multiple projects with minimal oversight. You will manage many moving parts, anticipate issues, and maintain professional communication with clients and vendors.

The role emphasizes ownership beyond basic admin support. Key duties include coordinating furnishings, scheduling, quotes, and service requests, tracking progress, maintaining records, and ensuring timely invoicing.

Qualifications

• Experience in project coordination, office management, or executive administrative support.
• Ability to own and advance work independently, not just clerical tasks.
• Strong organizational skills to manage multiple projects simultaneously.
• Excellent written and verbal communication with clients and vendors.
• Ability to anticipate problems, prioritize tasks, and escalate when needed.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Manage multiple active client projects, tracking progress across stages.
• Serve as primary contact for quotes, scheduling, status, delays, and service requests.
• Proactively follow up with clients, vendors, and internal staff to maintain momentum.
• Coordinate pickups, deliveries, and on-site service, maintaining schedules and work orders.
• Obtain vendor pricing, availability, and lead times for materials and services.
• Follow up on vendor quotes, orders, and delivery dates.
• Source project materials, request samples, and coordinate purchasing.
• Purchase and track project materials to ensure timely receipt.
• Review invoices and project docs for accuracy before client submission.
• Provide higher-level administrative support to management as needed.

Skills

Project coordination

Office management

Executive support

Operations coordination

Vendor management

Ownership mindset

Multi-project handling

Client communication

Problem anticipation

Documentation

Education

High school diploma

Administrative training

Project management training

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 escalates 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 elevate 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).