AP Project Coordinator

INSIDE SOURCE INC.•Seattle, WA

14h•Hybrid

About The Position

The Project Coordinator is a key member of our project execution team, providing essential administrative, logistical, and operational support across multiple functions. This role manages order requirements, coordinates with internal teams and external partners, and serves as a central hub to ensure high‑quality project delivery, client engagement, and service outcomes. This is a hybrid position based in our Seattle office.

Requirements

Proficient in Microsoft Office365 applications (including MS Word, Excel, and PowerPoint)
Ability to prioritize tasks, manage competing deadlines, and take ownership of assigned work; proactive mindset with the ability to identify issues and drive resolution
Detail and task-oriented with proven organizational and problem-solving skills
Work independently and collaboratively in a fast-paced, deadline-driven, and team environment
Strong customer service and interpersonal orientation
Effective verbal and written communication skills

Nice To Haves

Experience working with CORE, 2020 Worksheet, Smartsheet
Knowledge of construction terminology.
Experience working in the contract furniture, design, or construction industries.
Exposure with bidding, quoting and reviewing contracts

Responsibilities

Support project execution in alignment with defined roles, responsibilities, and core processes.
Serve as a liaison between the Architectural Products Manager, Account Manager, Project Manager, and cross‑functional partners including suppliers, installers, general contractors, and end users.
Proactively raise questions, identify risks, and escalate issues to maintain project momentum and quality.
Prepare accurate client quotes using specification software, applying correct vendor discounts and sales markups.
Place orders, maintain order status reports, and ensure required client sign‑offs are obtained.
Reconcile manufacturer acknowledgments and vendor invoices.
Track product shipments, coordinate delivery logistics, and schedule transactional deliveries.
Maintain close communication with the Architectural Products Manager, Account Manager, Designer, and Project Manager throughout the quote‑to‑order lifecycle.
Initiate the invoicing process and collaborate with Accounting to confirm billing status, supplier waivers, credits, cost adjustments, and invoice discrepancies.
Support monthly requisition submissions, including contributions to general contractor payment applications.
Lead weekly project status updates during Architectural Products Team meetings.
Maintain accurate project status reporting through Smartsheet.
Support punch list management and coordinate service work at project sites.
Initiate procurement for replacement or supplemental orders as needed.
Provide regular status updates to general contractors, end users, and internal sales teams.
Maintain a professional, positive, and solutions‑oriented demeanor with clients, vendors, and internal partners.
Communicate clearly and transparently to support an exceptional client experience.
Adapt to evolving project and client needs while upholding core processes and service expectations.
Prepare and deliver all required closeout documentation to ensure a complete and professional project finish.
Participate in vendor and dealer training programs and activities for on-going professional growth and development.