Project Coordinator
About The Position
The Project Coordinator supports project tracking, cross-functional communication, documentation, and operational follow-through. The role helps keep projects on schedule, ensures action items are completed and records are maintained, and keeps teams aligned on priorities and deadlines. It is a hands-on coordination role involving project execution, inventory planning, reporting, and system implementation. The coordinator maintains project trackers, documentation, reports, operational records, and KPI dashboards; tracks projects from quotation through completion; coordinates purchasing, production, shipping, inventory, and documentation; and supports ERP implementation activities. The position works regularly with Sales, Purchasing, Accounting, Logistics, Warehouse, Production, implementation partners, and other relevant teams. Success is measured by accurate project and inventory records, timely follow-up and reporting, complete documentation, effective meeting and implementation coordination, and clear communication and escalation of issues. This is an on-site position in Fort Lauderdale, Monday through Friday, 9:00 a.m. to 5:00 p.m. Compensation is $60,000–$65,000 per year.
Requirements
- At least 2 years of experience in project coordination, operations coordination, project management support, or a similar role.
- Experience tracking action items and coordinating work across multiple departments.
- Proficiency with monday.com or a similar project management platform, including boards, dashboards, and automations.
- Intermediate Microsoft Excel and Google Sheets skills, including lookups, pivot tables, and data cleanup.
- Strong organizational skills and ability to manage multiple projects and deadlines simultaneously.
- Ability to prepare clear, accurate written status reports with minimal supervision.
- Strong written and verbal communication skills.
- Willingness to work on-site in production and warehouse environments when needed.
Nice To Haves
- CAPM certification or progress toward a project management certification.
- Experience in manufacturing, fulfillment, inventory management, or third-party production coordination.
- Familiarity with ERP, inventory, or accounting systems such as SKUVault, QuickBooks Online, Acumatica, or Katana.
- Experience with SOPs, RACI matrices, document control, and process improvement.
- Experience coordinating projects between operational teams and customer-facing departments.
Responsibilities
- Maintain project trackers with task owners, statuses, deadlines, and next steps; review outstanding tasks, follow up on delays, and escalate blockers.
- Organize project notes, decisions, timelines, risks, issues, dependencies, action items, and supporting documents.
- Prepare weekly status updates, project review materials, and management reports.
- Maintain project records, procedures, agreements, purchase orders, reports, templates, and meeting notes; track versions, approvals, owners, and completion dates.
- Ensure project deliverables are documented before marking tasks complete; maintain SOPs, process documentation, and RACI matrices.
- Update KPI dashboards, performance reports, and operational tracking tools.
- Track projects from quotation through approvals, purchasing, production, shipping, and completion; follow up on outstanding quotations, deposits, approvals, estimates, and requirements.
- Coordinate purchase requisitions and purchase orders for approved projects using the ERP system.
- Track incoming materials and packaging, identify discrepancies or shortages, and communicate inventory updates and estimated timelines.
- Coordinate production schedules, pick lists, shipping details, required documentation, and certificates of analysis (COAs).
- Prepare weekly inventory replenishment schedules and production requisitions; maintain inventory and packaging records, including quantities, locations, and movement.
- Coordinate with warehouse, production, purchasing, and logistics teams; track inventory discrepancies, outstanding receipts, and operational issues.
- Support monthly reconciliations and reporting by ensuring project records are complete and accurate.
- Track ERP implementation tasks, requirements, testing, training, and system issues; maintain workflow maps, data templates, test scripts, and training materials.
- Coordinate information gathering and data cleanup across departments; schedule implementation meetings, prepare agendas, record decisions, and track follow-up actions.
- Coordinate user access and training completion; distribute test scripts, collect results, document defects, and confirm resolution before closure.
- Prepare item master, SKU, and BOM data and ensure internal documentation and data files meet agreed submission formats.
- Coordinate regularly with relevant departments, lead weekly active-project reviews, communicate process requirements, and keep stakeholders informed of status, inventory availability, and potential delays.
- Schedule recurring meetings, circulate agendas, record decisions, distribute action items, and prepare meeting summaries and status reports.
- Convert verbal instructions and informal requests into actionable task lists; coordinate SOP and process-document reviews, approvals, and publication.
- Maintain shared document libraries and support the Senior Project Manager with reporting, follow-ups, and implementation of established processes.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
