Commercial Services Project Coordinator

Storr Office Environments•Raleigh, NC

About The Position

The Commercial Services Project Coordinator is responsible for coordinating and supporting commercial services projects from initiation through closeout. This role serves as the operational hub between Sales, Operations, Field Teams, Vendors, Accounting, and Clients to ensure projects are executed accurately, efficiently, and with a high level of customer satisfaction. This position requires strong organizational skills, attention to detail, proactive communication, and the ability to manage multiple projects simultaneously across services such as commercial moves, furniture installations, reconfigurations, minor construction support, decommissions, and related commercial services. The ideal candidate takes ownership of assigned projects, anticipates issues before they arise, and helps ensure a seamless, professional experience for both internal teams and customers.

Requirements

Associate's degree or equivalent combination of education and experience
2+ years of project coordination, operations support, or high-level customer service experience
Strong organizational skills with the ability to manage multiple active projects simultaneously
High attention to detail and accuracy in documentation and data entry
Excellent verbal and written communication skills
Proficiency with Windows-based systems and common business software
Valid NC Driver's License
Ability to travel locally to client sites as required

Nice To Haves

Experience in commercial moves, furniture services, construction coordination, or facilities-related services
Familiarity with billing, invoicing, or purchasing processes
Experience working in a fast-paced, project-driven environment
Ability to read and interpret basic scopes of work, floor plans, or service documentation

Responsibilities

Project Coordination & Execution
Coordinate commercial services projects from award through completion, including scheduling, documentation, and internal handoffs
Support the Commercial Services Operations Manager and Project Managers with execution planning and job setup
Serve as a central point of coordination between Sales, Operations, Warehouse, Field Teams, and Vendors
Attend client sites as needed to understand scope, verify conditions, and support successful execution
Order Management, Documentation & Site Readiness
Create and manage job folders, work orders, and all supporting project documentation
Enter and verify quotes, orders, and change orders with a high level of accuracy
Conduct pre-project site documentation, including before photos, existing conditions, access considerations, and identified risks
Identify and communicate potential issues prior to job start that could impact schedule, cost, safety, or customer expectations
Track delivery tickets, service confirmations, and project milestones to ensure proper completion
Capture after photos upon project completion to document scope fulfillment and site condition
Ensure all documentation and photos are properly uploaded, labeled, and stored
Customer & Internal Communication
Proactively communicate project status, updates, and next steps to customers
Coordinate closely with Sales to ensure customer expectations align with operational execution
Facilitate clear communication across internal departments to support smooth project delivery
Participate in weekly project status meetings to review progress, risks, and priorities
Billing, Invoicing & Financial Accuracy
Ensure billing is accurate, timely, and aligned with approved project scope
Coordinate invoice creation, order releases, coding, and supporting documentation
Work with Accounting to resolve billing discrepancies, credits, or pending items
Ensure all zero-sell items, credits, and adjustments are properly authorized per company policy
Issue Resolution & Quality Control
Identify, document, and troubleshoot project issues, delays, or scope changes
Escalate risks or concerns promptly to the Commercial Services Operations Manager
Support continuous improvement by identifying recurring issues and recommending process improvements
General Support & Team Contribution
Maintain a clean, organized workspace and accurate project records
Support other commercial services initiatives as needed based on workload and business priorities