Project Coordinator II

Description

JOB OVERVIEW

As the Project Coordinator II, you will coordinate the post-sales process for our racking and storage projects. This includes receiving the completed quote, inputting that into the work order system, issuing project purchase orders, then coordinating, scheduling, monitoring, tracking, and reporting all aspects of project implementation. You will also handle special projects and serve as a mentor to other Project Coordinators. You will also provide administrative support to the Racking and Storage leadership team as requested. To be effective in this role, you must be able to manage multiple tasks in a fast-paced environment, with strong organizational, analytical and communication skills. 

  The following reflects the essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time.

KEY RESPONSIBILITIES

Coordination

• Receive approved quote and associated documents from the designated system, review for completeness, hold for any discrepancies and follow up on outstanding items
• Issue Purchase Orders for products not currently in inventory
• Follow-up with CAD Engineer and Permitting Specialist to confirm permitting step is complete
• Coordinate the availability and eventual delivery of rental equipment and racking products to support each project
• Initiate, monitor and manage all project scheduling, Including managing an installation calendar. informing involved sales team member(s) and Installation team of any changes or delays
• Coordinate with Logistics and Rentals for the required equipment and transportation related to the job
• Coordinate with the customer to ensure they are ready for product delivery/pick-up and installation, and set expectations for what to expect during the installation process
• Follow up with vendors regarding product shipments, delivery estimates, price changes and order discrepancies
• Track and record all costs related to the projects and notify manager of any variances or expected overages
• Invoice progress billings and final installments in accordance with customer guidelines, ensuring thorough and accurate costing
• Assist customers and other associates with invoice/billing questions; research and pull documentation as needed to support invoicing
• Act as the main contact on the status of a project for all departments  

General

• Assist Racking Operations Manager in qualifying subcontractors, obtaining, and tracking insurance certificates and endorsements prior to subcontract execution, seeking assistance from accounting as needed
• Review all vendor invoicing and ensure charges match approved quotes
• Ensure all documentation required for payment from customers is accurate and provided timely, following up on progress payments to ensure work continues
• Manage special projects
• Serve as mentor to other Project Coordinators
• Other duties, projects and tasks needed or assigned

Requirements

QUALIFICATIONS & SKILLS:

Required

· High School Graduate

· 3+ years in Customer Service and/or Inside Sales.

· Exceptional customer service skills demonstrating a helpful attitude with everyone.

· Professional, kind, and positive phone manners.

· Ability to multi-task and communicate effectively when under pressure.

· Detail-oriented with strong organizational and administrative skills.

· Excellent time management skills.

· Intermediate skills using Microsoft Office: Word, Excel, Outlook, PowerPoint.

· Willingness and ability to work with legacy computer applications.

· Ability to work independently and collaboratively.

· Ability to understand and follow written and verbal instructions in English.

· Demonstrated ability to act in a way that is consistent with our values.

· The ability to use a variety of information technologies is essential, including e-mail, word processing, and spreadsheets (MS Office 365). 

· The ability to work at a branch office daily, if qualified for hybrid work-from-home status, then the ability to work independently at a home office that has high speed internet, with minimal to no distractions during work hours (7:30-4:30).

· Qualified background check and drug screening.

Desired:

• Bilingual Spanish
• Intermediate level knowledge of MS Word, Excel, and Outlook
• 3+ years of experience keyboarding alpha/numeric data entry & filing
• Experience using NorthStar and NDS systems

PHYSICAL REQUIREMENTS: