Project Experience Coordinator

Kay-Twelve LLC; Columbus (OH); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

401(k) matching

Life insurance

Vision insurance

Dental insurance

Flexible schedule

Health insurance

Paid time off

10 Company Paid Holidays

Spending account

Job summary

Kay-Twelve LLC seeks a Project Experience Coordinator to connect clients, manufacturers, and internal teams, ensuring accurate quotes and timely purchase orders while maintaining clean project data across systems. You will support the Learning Strategist and Design Solutions Manager with logistics and documentation.

Ideal candidates are highly organized, detail-oriented, and able to manage multiple tasks with strong communication and vendor coordination.

Qualifications

• Degree or equivalent work experience.
• 2–5 years in coordination, project support, or operations.
• Experience with multiple systems and managing detailed data.
• Ability to manage multiple tasks and priorities.
• Proficiency with project management, quoting, and CRM software.

Responsibilities

• Register Kay-Twelve with manufacturers for project registration.
• Prepare accurate and timely quotes within the company’s project management software.
• Request quotes from manufacturers and compile pricing.
• Cross-reference manufacturer acknowledgments for accuracy.
• Assist creation and accuracy of purchase orders and procurement documentation.
• Submit and manage installation requests and support design production and installation.
• Enter and maintain accurate project data across systems.
• Track project and task status up to PO approval.
• Upload and organize pricing, approvals, and documents.
• Ensure project files are complete and ready for post-PO handoff.
• Support logistics for discovery sessions and workshops as needed.
• Coordinate day-to-day production with Design Solutions Manager.

Skills

Coordination

Data management

Multitasking

CRM software

Project management

Quoting

Vendor coordination

Communication

Education

College degree or equivalent

Tools

Ninety

Project management software

Job description

# Project Experience Coordinator### Job Description*You’re the person who makes sure nothing falls through the cracks between everyone else’s job. You can jump from a quote to a purchase order to helping the Learning Strategist prep for a workshop to fielding a vendor’s question, all in the same afternoon, and you’re just as comfortable talking to a manufacturer as you are to a client. If being the connective tissue on a project team – internally and externally – sounds like exactly what you’re good at, keep reading. This is what it looks like to be the right hand to the Project Manager at Kay-Twelve.***Qualifications (Who)**This person is the Project Manager’s right hand – the connective tissue that keeps quoting, procurement, and project tracking accurate and moving across every system Kay-Twelve project data lives in. Beyond direct support to the PM, this person can flex to support the Learning Strategist and Design Solutions Manager with coordination, logistics, and documentation tasks within this seat’s scope – the PM sets priorities when support needs compete – and stays connected – internally and externally – to every stakeholder touching a project.He or she is detail-oriented and highly organized, follows through and ensures nothing falls through the cracks, and communicates clearly and proactively across multiple systems and tools. This person takes ownership of work and ensures accuracy, working closely with Project Managers, the Design Solutions Manager, vendors, and internal teams to ensure that all project data, documentation, and order details are complete, accurate, and progressing as expected.Above all, this person lives Kay-Twelve’s core values – Be the Change, You Belong Here, Listen. Care. Follow-Through, and LFG! – and maintains consistent, positive communication with PMs, the Learning Strategist, the Design Solutions Manager, vendors, and every project stakeholder on every assigned project.**Responsibilities (What)**The Project Experience Coordinator’s responsibilities include, but are not limited to, the following:**Scorecard KPI:** PO & Quote Turnaround — timeliness of initial quotes and revisions, tracked on the team scorecard in Ninety.1. Register Kay-Twelve with manufacturers for project registration purposes.2. Prepare accurate and timely quotes within the company’s project management software – primary support to PMs and the Design Solutions Manager.3. Request quotes from manufacturers and compile pricing.4. Cross-reference manufacturer acknowledgments to ensure accuracy.5. Support creation and accuracy of purchase orders and procurement documentation.6. Submit and manage installation requests, and back up Design Production and Installation as needed.7. Enter and maintain accurate project data across company software systems.8. Track project and task status and readiness leading up to PO approval.9. Upload and organize pricing, approvals, and supporting documents.10. Ensure project files are complete and structured for post-PO handoff.11. Learn and adapt to system updates and new operational tools.12. Work closely with the rest of the Operations team to keep projects moving.13. Support small and transactional projects as assigned.14. Provide responsive, detail-oriented assistance to project teams.15. Participate in internal pre-PO handoff preparation.16. Support the Learning Strategist with discovery-session logistics, workshop coordination, and documentation as needed.17. Support the Design Solutions Manager with day-to-day production coordination when capacity requires it.18. Serve as an internal and external connection point across project stakeholders – clients, manufacturers, vendors, consultants, and internal teams – on logistics, documentation, and status questions beyond the transactional quoting/PO relationship; client-relationship ownership and any commitments made to the client remain the PM’s.19. When support requests from the PM, Learning Strategist, and Design Solutions Manager can’t all be met at once, prioritize at the PM’s direction – the PM is accountable for the project and sets this seat’s priorities.**What Success Looks Like:*** Initial quotes and revisions are turned around promptly, per the scorecard target tracked in Ninety.* Purchase orders and procurement documentation are accurate and complete before submission.* Project data is current and accurate across all systems of record.**Specifications (Ticket)**These responsibilities must be performed daily; employees are expected to take on other job-related duties as assigned.**Required*** A college degree, or equivalent work experience* Two to five years of experience in a coordination, project support, or operations role* Experience working with multiple systems and managing detailed data* Ability to manage multiple tasks and priorities simultaneously* Proficiency with project management, project quoting, and CRM software (or ability to learn quickly)* Ability to sit and use hands for extended periods, primarily at a computer workstation, with occasional travel for team meetings or training as needed**Preferred*** Experience supporting procurement processes, including vendor coordination and product quoting* Experience supporting instructional or design-adjacent work (e.g., workshop logistics, design documentation), given this seat’s flex-support role**Why Work for Kay-Twelve (Why)****Leadership says:*** A purpose-driven organization, free from public or private equity influence, that prioritizes impact over profit* Mission to positively impact 10,000,000 students and educators by 12/31/2030* Manufacturer agnostic – collaborating with 100+ leading manufacturers, beholden to none* A promise to clients: within our Radically Student CenteredTM approach, we never go over budget for the agreed scope* Core Values lived day to day: Be the Change, You Belong Here, Listen. Care. Follow-Through, and LFG!**The team says:*** The work we do makes the lives of students and educators better, everyday.* I would tell them the reason I work at Kay-Twelve comes down to purpose, people, and impact. I believe in the work, I believe in the team, and I’m excited about the opportunity to help schools create places where students and educators can do their best work.* I love the autonomy we have to think differently, try things, build relationships and make an impact without being told exactly how to get there. We have people who genuinely want to see each other grow and a team that cares deeply about our customers, our mission and each other.* Because it gives me the opportunity to grow, learn new skills, and contribute to a team.* We are here for the right reasons, we are different, and we are not afraid of getting out there to make a difference, even when it is met with resistance.* We have an opportunity to help schools create environments that give more students the chance to find the way they learn best.**Ready to help shape the future of education?** Apply now and help us shape the future of learning spaces with purpose and passion!### Job Details**Pay:** $50,000 to $70,000 a year **Job Type:** Full-Time **Location:** Remote **Travel Requirements:** Travel up to 5%**Benefits*** 401(k) matching* Life insurance* Vision insurance* Dental insurance* Flexible schedule* Health insurance* Paid time off* 10 Company Paid Holidays* Spending account