Project Coordinator

About Workplace Solutions

Founded in 1993, Workplace Solutions (WPS) specializes in contract furnishings and workspace products, providing comprehensive services across the US and internationally. The company prides itself on excellent customer care, quality product offerings, and expertise in space planning, interior design, installation, project management, and asset inventory control.

Role Overview

The Project Coordinator is a vital support role within the furniture project lifecycle, ensuring meticulous purchasing, order tracking, timely delivery, and adherence to schedules and budgets. This full-time role is based in Austin, Texas, and reports to the Austin Operations Manager, collaborating closely with the Austin Operations Team.

Key Competencies

• Excellent teamwork skills with the ability to communicate across various internal and external stakeholders and manage multiple tasks effectively in a dynamic environment.
• Strong written and verbal communication proficiency to interact with clients, vendors, and partners professionally.
• Basic accounting knowledge to monitor project budgets and profitability, familiarity with payment portals and pay apps considered advantageous.
• High attention to detail ensuring accuracy in all processes supporting successful project delivery.
• Proactive problem-solving abilities to adapt to shifting construction timelines and client-specific requests.
• Effective time management skills to balance deadlines and deliverables.
• Process-driven mindset with enthusiasm for adopting and enhancing existing workflows for efficiency.
• Ability to work independently, taking initiative and seeking clarity or assistance when necessary to maintain quality standards.
• Proficient with software including Microsoft Office Suite, SmartSheet, CORE, PowerPoint, BlueBeam, Google Drive, and PlanGrid.

Responsibilities

• Prepare and audit final order documentation ready for entry and submit purchase orders for various vendors.
• Monitor order acknowledgments, verify ship dates, manage shipments, and ensure alignment with project needs.
• Assist Project Managers and Account Managers in coordinating delivery and installation according to receiving schedules and construction timelines.
• Manage warranty claims and product issues, prepare backcharge proposals, and supplementary orders to facilitate project closure.
• Handle reconciliation of vendor and customer financials such as deposits and customer invoicing promptly and accurately.
• Support review and interpretation of construction documents to identify furniture-related scope, deadlines, and requirements.
• Coordinate submission of necessary documentation including Certificates of Insurance, bonds, bid forms, and safety documents.
• Lead weekly backlog meetings to ensure the team aligns on project priorities, timelines, and budget adherence.
• Participate in all mandatory team meetings and events.

Additional Information

Salary will be determined based on the candidate's experience level.