Project Service Coordinator

VIRA; Lewisville (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

VIRA is seeking a Project Services Coordinator to support the Project Management team in executing customer programs and day-to-day operations. You will assist with order entry, customer portal management, and cross-functional coordination with logistics, purchasing, and distribution.

The role emphasizes accurate data, timely order updates, and strong customer service, with collaboration across PMs and EADs to ensure successful project execution.

Qualifications

• Bachelor's degree preferred; combination of education and experience will be considered
• 2+ years of experience in account or project management

Responsibilities

• Assist with order entry and maintain accurate project data.
• Manage customer portal activities and upload project documentation.
• Coordinate with logistics, purchasing, and distribution across departments.
• Provide customers with order status and shipment tracking.
• Support weekly or bi-weekly customer conference calls and provide updates.
• Document customer inquiries and coordinate with PMs for disposition.
• Train Project Administrators to ensure proper order entry and data maintenance.
• Coordinate shipping schedules with logistics for rollouts and orders.
• Assist PMs and EADs with administrative coordination and documentation management.
• Maintain project documentation and communication records.
• Perform other related duties as assigned.

Skills

Project coordination

Customer service

Communication

Team collaboration

Education

Bachelor's degree in Business, Communications, or related field

Tools

Excel

Microsoft Office

CAD

Ariba

Service Channel

Job description

The Project Services Coordinator (PSC) supports the Project Management team in the execution of customer programs and day-to-day project operations. This role assists with order entry, customer portal management, and coordination of project information across internal departments including logistics, purchasing, and distribution. The PSC plays a key role in maintaining accurate project data, providing order status updates to customers, and supporting Project Managers (PM) and Executive Account Directors (EAD) to ensure successful project execution. The position functions as an integral part of the project management team by promoting strong communication, teamwork, and a high level of customer service.

KEY RESPONSIBILITIES:

• Manage and maintain customer demands, purchase orders, and project data received through email and customer online portals. Service Channel, Ariba, etc.
• Perform order entry and maintain accurate order information within company systems.
• Support customer portal management including uploading project documentation, order updates, shipment information, and other required data.
• Provide customers with order status and shipment tracking information through customer portals, email communication, and shared tracking sheets.
• Participate in weekly or bi-weekly customer conference calls and provide order status updates and project progress information.
• Address customer communications professionally and respectfully, demonstrating the ability to resolve concerns, needs, and questions in a timely manner.
• Manage customer inquiries by documenting requests in tracking logs, coordinating with the Project Management team to determine appropriate disposition, and communicating responses back to customers.
• Train and collaborate with Project Administrators to ensure accurate order entry and required project data is properly maintained for assigned customer accounts.
• Work closely with logistics and distribution teams to coordinate shipping schedules for rollouts and individual orders.
• Assist the Project Managers (PM) and Executive Account Directors (EAD) with project execution activities including administrative coordination, documentation management, and cross-functional communication.
• Maintain accurate project documentation and communication records.
• Perform other related duties as assigned.

SUPERVISORY RESPONSIBILITY:

This position does not have direct reports.

POSITION REQUIREMENTS:

• Expert level proficiency in Excel including but not limited to pivot tables, V-Lookups, data analysis, charting, and spreadsheets
• High level of proficiency in Microsoft Word, PowerPoint, Outlook, and other standard programs
• Knowledge of materials, methods, and the appropriate tools to construct objects, structures, and buildings
• Knowledge of or use of CAD drawings, floorplans, and blueprints is preferred

REQUIRED EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Business, Communications, or related field preferred; combination of education and experience will be considered
• 2+ years of experience in account or project management