Project Coordinator

Aston Carter•McLean, VA

3d•$27 - $28•Onsite

About The Position

The Relocation Project Management Coordinator provides essential operational and administrative support to the move management team, ensuring smooth, efficient, and well-documented relocation activities. This role serves as a key liaison between clients, vendors, and internal teams, coordinating day-to-day move activities, maintaining accurate data in relocation and CAFM systems, and supporting ergonomic and workspace accommodation requests.

Requirements

0–3 years of experience in project coordination, relocation, or moving-related activities.
Excellent written and verbal communication skills.
Strong attention to detail and accuracy in documentation and data entry.
Ability to multi-task and manage several activities simultaneously.
Ability to work effectively both in a team environment and independently.
Strong interpersonal skills with the ability to interact professionally with executive-level internal and external clients.
Organizational skills with the ability to prioritize and manage differing needs of the business.
Basic proficiency with Microsoft Office products, including Word, Excel, and Outlook.
Flexibility with work hours and travel as needed to support move activities.

Nice To Haves

Experience with project coordination in relocation, move management, or facilities environments.
Familiarity with CAFM systems and occupancy data management.
Comfort working in a fast-paced, operational environment with changing priorities.
Ability to learn and follow documented processes, policies, and best practices.
Capacity to observe and adapt to different client cultures and working styles.

Responsibilities

Schedule meetings and conference rooms for the move management team to support ongoing relocation projects.
Assist in preparing proposals for new relocation and move management projects.
Maintain and update the operations manual to ensure processes and procedures remain current and accurate.
Receive and process client move requests, managing daily individual move requests from end to end.
Take detailed meeting minutes and distribute them promptly to the project team.
Create and distribute move communications, move packets, and labels to clients to ensure clear instructions and smooth execution.
Perform pre-move and move day duties, including furniture inventory, pre- and post-move inventory, check-outs and check-ins, hanging move signage, and supervising movers.
Compare vendor and subcontractor invoices to purchase orders or subcontracts to ensure accuracy and alignment with agreed terms.
Input data into the CAFM system to maintain accurate occupancy and relocation information.
Proactively manage project-related issues on the project or account and communicate outstanding issues to the team lead.
Coordinate scheduled move activity with property management, facilities management, vendors, and all parties involved in relocations.
Ensure all project and account activities and processes are performed in a manner consistent with documented processes and established policies and procedures.
Incorporate relocation project management best practices into daily work and project execution.
Coordinate work orders and small project execution with vendors, installers, and trades, including furniture reconfigurations and space enhancements.
Ensure data accuracy within relocation management systems and CAFM systems.
Assist in entering and processing information during post-move help desk activities to support employees after relocations.
Receive and process client ergonomic requests and coordinate ergonomic assessment scheduling with end users.
Conduct ergonomic assessments, order products as necessary based on assessment findings, and follow up to ensure proper implementation.
Coordinate with client representatives to provide employees with appropriate workstation accommodations as needed.
Report ergonomic assessment results and product distribution in client systems as required.
Ensure all ergonomic-related activities and processes are performed in a manner consistent with documented processes and policies.
Work collaboratively with the assigned team to achieve project objectives and deliver high-quality relocation services.
Observe and identify client cultures and individual learning styles, seeking guidance on how to work effectively within the environment.
Perform assigned tasks under direct supervision while demonstrating initiative and attention to detail.