Project Coordinator Job

Armstrong World Industries•Chicago, IL

10d•Onsite

About The Position

The Project Coordinator ensures effective and efficient coordination toward project goals in a dynamic and demanding environment. This role oversees all aspects of a project to ensure timely and budget-conscious completion. Responsibilities include managing expectations by coordinating and communicating project scope, cost, schedule, vendors, and the production of contractual deliverables. Additionally, the Project Coordinator acts as a liaison between Field Sales Reps and internal teams, delivering exceptional customer service from project inception to post-installation.

Requirements

Bachelor's degree in a relevant field such as architecture, interior design, project management, business administration, or engineering.
2+ years of experience in project coordination or management, preferably in a design or creative environment.
Proven experience managing multiple projects simultaneously in a fast-paced environment.
Project coordination experience: analyzing data/architectural drawings, stakeholder communication, setting expectations, scheduling, planning, directing work, risk management, problem resolution, and budget control.
Proficiency in internal data systems and computer applications (word processing, spreadsheets, presentations).

Nice To Haves

Ability to analyze/interpret data, write concise reports/emails, and explain complex issues clearly.
Skilled in influencing others and presenting persuasive information.
Effective independently and in team settings; adept at coordinating with conflicting agendas.
Strong communication skills, attention to detail, and interpersonal skills (tact, diplomacy, flexibility).
Capable of managing priorities, meeting deadlines, and occasional travel.
Leadership in resource coordination; procedural compliance expertise.
Knowledgeable in project management principles.
Proficiency in reading/interpreting architectural plans.
Familiarity with cloud-based CRM systems, specifically NetSuite
PMP (Project Management Professional) certification or similar credentials are a plus.

Responsibilities

Initiates projects: Receives, processes, and manages multiple orders with unique requirements and timelines. Analyzes initial contract requirements. Determines status of sample and drawings done during quotation phase. Establishes contact with customer to direct expectations of product and establishes project Requested Date, Target, and Commitment Date. Sends samples and cutsheets to client for submittal approval. Works closely with Finance Team in setting up customer terms, collecting deposits and final payments, and processing purchase orders.
Establishes project timelines: Reviews architectural plans. Tracks sample and Shop/Product Detail drawing status. Communicates with customers, managers and internal design/production teams on submittal status, lead times, and potential delays. Strategizes how to meet customer’s deadlines.
Controls project flow: Provides administrative direction of customers and various internal departments to ensure project is completed on schedule and within budget. Maintains and archives internal and external communication for each project using NetSuite, Project Management software and Outlook. Translates design ideas between clients and internal design team. Updates internal databases as project submittal status changes. Organizes and hosts project meetings between internal and external teams. Requests material procurement as needed on a project basis. Tracks projects through the manufacturing phase. Provides risk mitigation and problem resolution. Communicates with customers in a thoughtful and timely manner with any internal issues or hiccups that may affect project timelines. Understands customer shipping requirements and communicates with Shipping Coordinator.
Creates documents: Writes, submits, and tracks order acknowledgements for each project. Writes, submits, and tracks sales orders. Provides oral and written reports with issues, implications, and potential courses of action, as required. Briefs upper management regarding status of projects.
Closes out projects: Communicates with customer tracking information once project has shipped. Sends closeout documents (warranty, storage guide, etc.) as needed. Conducts follow-up with customer as required.
Provides subject matter expertise on product designs, as needed.