Project Coordinator / Sales Support / Order Management

Atmosphere Commercial Interiors; Madison (WI); On-site; USD 42,000 - 64,000; Full time

Job summary

Atmosphere Commercial Interiors is seeking a Project Coordinator to support actions across order processing and project coordination inside our Madison-area operations. The role focuses on order lifecycle management, cross-functional coordination, and ensuring a high-quality client experience in a fast-paced environment.

Responsibilities include coordinating pricing, specifications, scheduling, delivery, and installation while communicating status updates and resolving issues with internal teams

Qualifications

• Associates degree required; bachelor’s degree in business-related field preferred.
• Minimum of 2 years of client service, project coordination, or order management experience.
• Experience in commercial furniture or related industry preferred.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Teams).
• Ability to learn and navigate order management systems.

Responsibilities

• Coordinate the order lifecycle including pricing, specifications, order entry, scheduling, delivery, and installation.
• Ensure accuracy, completeness, and timeliness of all order-related deliverables.
• Process quotes and orders for standard and non-standard requests.
• Review vendor acknowledgments and resolve discrepancies.
• Manage order revisions, change requests, and resubmissions.
• Support order closeout activities including punch list resolution.
• Act as a primary point of contact for client order communication.
• Provide timely updates regarding order status, timelines, and issue resolution.

Skills

Communication

Collaboration

Problem solving

Attention to detail

Education

Associates degree required; bachelor's degree preferred in business-related field

Tools

Microsoft Office Suite

Order management systems

Industry systems

Job description

COMPANY OVERVIEW

Atmosphere Commercial Interiors is one of the nation's largest commercial furnishings providers, creating engaging and inspiring spaces that are thoughtfully tailored to our clients' needs and business goals. We serve a diverse range of organizations-from small businesses to Fortune 500 companies-across corporate, healthcare, education, sports, and hospitality environments. Our comprehensive suite of services includes asset and order management, space planning, facility and installation services, and full project management support.

At Atmosphere, we are committed to delivering exceptional service to our clients while continuously investing in a collaborative, supportive, and rewarding work environment for our team members.

Atmosphere is part of Omni Workspace, a national platform that provides strategic leadership, operational resources, and shared expertise to a portfolio of Steelcase and commercial facility services companies. Omni Workspace's family of distinctive brands-including Atmosphere Commercial Interiors, Aurora Procurement Solutions, Emerald Blue, Meso Built, and Turnkey Project Services-each demonstrates market leadership within its specialty while working together to deliver superior products, services, and long-term value to clients.

Being part of the Omni Workspace umbrella allows Atmosphere to combine local market expertise with national scale, enabling us to build enduring partnerships and deliver innovative, high-impact solutions for the organizations we serve.

PRIMARY FUNCTION

The Project Coordinator is responsible for supporting the execution and coordination of client orders and projects within a commercial furniture dealership environment. This role ensures accurate and timely order processing, effective project coordination, and high-quality client experience.

The position focuses on order lifecycle management, cross-functional coordination, and issue resolution to support operational efficiency, consistency, and alignment with sales and client service objectives. While this job description accurately represents the current primary duties of the role, functions may be adapted as necessary to meet business need.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Project Coordination and Order Management

• Coordinate the order lifecycle including pricing, specifications, order entry, scheduling, delivery, and installation
• Ensure accuracy, completeness, and timeliness of all order-related deliverables
• Process quotes and orders for standard and non-standard requests
• Review vendor acknowledgments and resolve discrepancies
• Manage order revisions, change requests, and resubmissions
• Support order closeout activities including punch list resolution

Client Services and Communication

• Act as a primary point of contact for client order communication
• Provide timely updates regarding order status, timelines, and issue resolution
• Respond to client requests with accuracy and urgency
• Support high-priority client needs as required

Operational Support

• Coordinate delivery and installation schedules with internal teams and external partners
• Monitor order progress, backlog, and timelines to ensure deadlines are met
• Utilize internal systems to manage orders and reporting
• Ensure adherence to company processes and operational standards

Issue Resolution and Quality Management

• Investigate and resolve order, shipment, and invoice discrepancies
• Partner with internal teams and vendors to resolve project issues
• Support quality assurance processes to ensure client satisfaction
• Escalate complex issues appropriately

Cross-Functional Collaboration

• Collaborate with Sales, Design, Operations, and Accounting teams
• Maintain effective working relationships with vendors and manufacturers
• Participate in project meetings based on scope and complexity

CORE STRENGTHS/ATTRIBUTES

• Communicates/Collaborates Effectively: Strong verbal and written communication and presentation skills. Ability to tailor message across a variety of audiences. Strong interpersonal skills; develops and maintains positive relationships internally and externally. Strong team player.
• Strategizes and Problem Solves: Problem solving orientation; critical thinking skills; understands how their work relates to the whole; generates new ideas that add value; ability to seek out appropriate information to make effective decisions.
• Execution Management: Works quickly to get things done; uses resources effectively; detail oriented and high level of accuracy. Owns execution of tasks and demonstrates excellent follow through. Drives for Results and fosters a sense of urgency.
• Resilient and Adaptable: Open to new experiences to develop skills and ability to work in a fast paced, continuously evolving role.

WORKING RELATIONSHIPS

• Internal: Sales, Design, Operations, Accounting, Leadership
• External: Clients, Vendors, Manufacturers, Strategic Partners

Requirements

Education

• Associates degree required; bachelor's degree in business-related field preferred

Experience

• Minimum of 2 years of client service, project coordination, or order management experience
• Experience in commercial furniture or related industry preferred

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Outlook, Teams)
• Experience with industry systems preferred
• Ability to learn and navigate order management systems

Working Conditions

• In office 4+ days per week
• Fast‑paced, deadline‑driven environment
• Requires extensive use of a variety of computer software and systems
• Frequent multi‑tasking and managing competing priorities
• Interaction with internal teams across different locations

Atmosphere Commercial Interiors provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. In addition to federal law requirements, Atmosphere Commercial Interiors complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.