Project Coordinator Lead

Pivotal Retail Group; Dublin (CA); On-site; USD 62,000 - 83,000; Full time

Job summary

Pivotal Retail Group is seeking a Project Coordinator Lead to support the opening of new retail locations. You will coordinate cross-functional teams and manage timelines, budgets, and installations to ensure timely store openings.

The role requires strong organizational and communication skills, with experience in retail, construction, and fixture installation being highly valued. Expect a fast-paced environment with collaboration across Operations, IT, Finance, and Logistics.

Qualifications

• 3+ years of project coordination experience required.
• Retail, new-store opening, construction, fixture installation, or store operations experience strongly preferred.
• High school diploma required; college degree or equivalent relevant experience preferred.
• Strong organizational and project management skills.
• Ability to manage multiple projects, deadlines, vendors, and stakeholders simultaneously.
• Strong written and verbal communication skills.
• Comfortable escalating issues, solving problems, and following through to resolution.
• Strong attention to detail and ability to maintain accurate project documentation.
• Collaborative, customer-focused approach with ability to work across multiple teams.
• Proficiency with Microsoft Office, including Excel, Outlook, and Teams.
• Experience working with invoices, budgets, or other project financials is a plus.

Responsibilities

• Coordinate multiple new-store projects and installation activities simultaneously.
• Develop, maintain, and communicate project timelines, plans, budgets, and key milestones.
• Partner with internal teams, vendors, installers, and field leadership to keep projects on track.
• Coordinate installer bid requests and assist with reviewing submitted bids.
• Review fixture plans and confirm fixtures and materials have been ordered prior to installation.
• Provide approved plans and project information to installation partners.
• Review site conditions, delivery restrictions, and municipal requirements that may impact project execution.
• Coordinate with logistics partners to support on-time delivery of fixtures, equipment, and signage.
• Identify potential project issues, shortages, or delays and proactively work toward resolutionMaintain accurate project documentation, processes, training materials, and operational resources.
• Support field-facing conference calls and new-store touch-base meetings.
• Develop survey questions and tools used to gather project and field feedback.
• Code and process project-related invoices.
• Coordinate new-store kits, including partner follow-up, print/copy requests, packing, and distribution.
• Support ongoing process improvements to reduce rework and improve execution.

Skills

Project coordination

Organizational skills

Communication skills

Time management

Team collaboration

Education

High school diploma

Bachelor’s degree or equivalent experience preferred

Tools

Excel

Outlook

Teams

Job description

Salary: $72,500 annually

Employment Type: Full-Time

Help Bring New Retail Stores to Life

We’re looking for an experienced Project Coordinator Lead to support the successful opening of new retail locations. This is a fast-paced, highly collaborative role responsible for keeping multiple projects organized, on schedule, and moving forward from planning through installation and store opening.

You’ll work closely with cross-functional teams including Store Operations, Construction, Store Planning, IT, Finance, Purchasing, Logistics, and field partners to coordinate fixtures, equipment, signage, installations, and other critical new-store activities.

This is a great opportunity for someone who is highly organized, comfortable managing multiple priorities at once, and knows how to spot potential issues before they become bigger problems.

What You’ll Do

• Coordinate multiple new-store projects and installation activities simultaneously
• Develop, maintain, and communicate project timelines, plans, budgets, and key milestones
• Partner with internal teams, vendors, installers, and field leadership to keep projects on track
• Coordinate installer bid requests and assist with reviewing submitted bids
• Review fixture plans and confirm fixtures and materials have been ordered prior to installation
• Provide approved plans and project information to installation partners
• Review site conditions, delivery restrictions, and municipal requirements that may impact project execution
• Coordinate with logistics partners to support on-time delivery of fixtures, equipment, and signage
• Identify potential project issues, shortages, or delays and proactively work toward resolutionMaintain accurate project documentation, processes, training materials, and operational resources
• Support field-facing conference calls and new-store touch-base meetings
• Develop survey questions and tools used to gather project and field feedback
• Code and process project-related invoices
• Coordinate new-store kits, including partner follow-up, print/copy requests, packing, and distribution
• Support ongoing process improvements to reduce rework and improve execution

What We’re Looking For

• 3+ years of project coordination experience required
• Retail, new-store opening, construction, fixture installation, or store operations experience is strongly preferred
• High school diploma required; college degree or equivalent relevant experience preferred
• Strong organizational and project management skills
• Ability to manage multiple projects, deadlines, vendors, and stakeholders simultaneously
• Strong written and verbal communication skills
• Comfortable escalating issues, solving problems, and following through to resolution
• Strong attention to detail and ability to maintain accurate project documentation
• Collaborative, customer-focused approach with the ability to work across multiple teams
• Proficiency with Microsoft Office, including Excel, Outlook, and Teams
• Experience working with invoices, budgets, or other project financials is a plus

The role primarily operates in an office environment, with some travel or visits to non-standard work locations as projects require. Occasional evening or weekend availability may be needed to support critical project activities or store openings.

Why This Role

You’ll have a direct impact on new-store openings and work with teams across multiple areas of the business. If you enjoy owning the details, coordinating moving pieces, solving problems, and seeing a project go from plan to successful execution, this could be a great fit.