Project Service Coordinator

VIRA Insight; Lewisville (TX); On-site; USD 52,000 - 72,000; Full time

Job summary

VIRA Insight in Lewisville, TX seeks a Project Services Coordinator to support the project management team, delivering excellent customer service and fostering teamwork. You will manage customer communications, develop shipping schedules, and coordinate with purchasing and logistics for timely project delivery.

The role requires strong Excel skills, CAD familiarity, and the ability to travel regionally up to 25%.

Qualifications

• 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.
• Must be able to travel regionally up to 25% of the time or as required.

Responsibilities

• Address all customer calls with the utmost respect.
• Resolve customer concerns with a win-win attitude in a timely manner.
• Conduct weekly or bi-weekly conference calls with customers to review project status and timelines.
• Develop shipping schedules; coordinate with purchasing and with shipping on special orders.
• Maintain demands/POs received through email or customer portals; align with logistics for rollouts.
• Provide pricing estimates and drafting with accurate dimensions and photos for estimating/bidding.
• Travel to prospective accounts for fixture/material overview and installation as needed.
• Assist estimating with research for new items, cost workups, and MLA’s.
• Review blueprints to provide fixture counts and material quantities.

Skills

Pivot tables

VLOOKUP

Data analysis

MS Office

Education

Bachelor’s degree in Business/Communications or related field

Tools

CAD drawings

Floorplans

Blueprints

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business.

POSITION SUMMARY

The Project Services Coordinator position will be responsible for supporting the overall project management team. The position will function as an integral part of the project management team by providing excellent customer service and by practicing and promoting constructive work habits, a positive attitude, and teamwork at all levels of the organization.

KEY RESPONSIBILITIES

• Address all customer calls with the utmost respect.
• Project Services Coordinator must demonstrate the ability to resolve any customer concerns, needs and problems in a timely manner with a win-win attitude.
• Conduct weekly or bi-weekly conference calls with customers to review project status and timelines.
• Develop shipping schedules; determine quantities and lead times, coordinate with purchasing on special order items, coordinate with shipping and follow-up on special projects when requested.
• Maintain demands/POs received through email or customer on-line portals.
• Work closely with logistics and distribution to determine shipping schedules for rollouts and individual orders.
• Reporting tracking information back to customers through email, or customer portals on a regular basis.
• Logistics experience a plus.
• Provide estimating and drafting with accurate dimensions and quality photographs of existing fixtures for estimating and bidding purposes.
• When required, travel to prospective accounts current location for fixture and material overview or for initial project installation and set-up to ensure quality and customer satisfaction.
• Work with estimating to develop and prepare bids for both regular and online, for final submission to current and potential customers.
• Assist estimating as required in the research of new, improved, special order items, cost workups and MLA’s.
• Provide purchasing with information and drawings (when necessary) for buy-out items.
• Review blueprints as necessary to provide accurate fixture counts and material quantities.
• Performs 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.

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.

OTHER JOB REQUIREMENTS

• Must be able to travel regionally up to 25% of the time or as required.
• Varying work schedules based on business need are sometimes required.
• Frequently required to sit, stand, walk, talk, and hear.
• Must have a valid driver's license.
• Ability to operate a computer keyboard.
• Ability to read a variety of materials.
• Ability to sit and stand for extended periods of time.
• Ability to carry and lift materials up to 25 lbs.

Founded in 1996, VIRA Insight is a premier design, engineering, and manufacturing firm dedicated to creating innovative retail solutions. For more than 25 years, we have partnered with leading retailers and brands to enhance the shopping experience through bespoke fixtures, furniture, and visual merchandising displays. Our expertise spans diverse offerings, including pop-up shops, signage, AR/VR design development, omni-channel solutions, and more. Renowned clients such as Walmart, Walgreens, CVS and e.l.f Beauty value our expertise, efficiency, and customer-focused approach, trusting us to handle their needs from concept to delivery. To thrive in a rapidly evolving global market, VIRA Insight has adopted a Multi-National Manufacturing Strategy. This strategy supports resilience and adaptability by leveraging operations across strategic regions, including our corporate headquarters in Lewisville, Texas, as well as facilities in China, Vietnam, Cambodia, India, and soon, Malaysia. Our diversified supply chain ensures agility and precision, enabling seamless project execution customized to meet each client’s unique requirements. With a legacy of excellence and a vision for the future, VIRA Insight is committed to redefining the retail experience, delivering innovative solutions that inspire and engage customers.