Project Coordinator- Direct Hire

TES Staffing•Rochester, NY

8h•$45,000•Onsite

About The Position

TES Staffing is working closely with a local company in searching for a highly organized and proactive Project Coordinator to support sales, design, and operations teams by coordinating project execution from the time a sale is made through delivery and installation. This role is critical to ensuring projects move smoothly through quoting, order entry, manufacturer coordination, scheduling, logistics, and customer communication. The ideal candidate thrives in a fast-paced environment where every project is a little different and priorities can shift quickly. This is an excellent opportunity for someone who enjoys managing details, juggling moving parts, and supporting a team in delivering a high-quality customer experience.

Requirements

Strong organizational and time management skills with the ability to prioritize and meet deadlines.
Excellent verbal and written communication skills.
Proficiency in Microsoft Excel and Outlook.
Comfortable learning and using CRM systems and project/order management platforms.
Ability to work in a fast-paced, team-oriented environment with shifting priorities.
Positive attitude, strong attention to detail, and professional demeanor.

Nice To Haves

Associate degree (2-year degree) preferred; Bachelor’s degree a plus.
Experience supporting sales teams, project coordination, logistics, or order processing.
Experience using CRM software
Familiarity with quoting, purchasing, invoicing, and vendor coordination.
Ability to create simple presentations using PowerPoint or Canva.

Responsibilities

Coordinate project workflows after sales are finalized, ensuring successful execution through delivery and installation.
Create and manage project schedules, tracking deadlines and adjusting as priorities shift.
Assist with quoting, budgeting, and order entry processes.
Place and manage orders through manufacturer systems, including CORE/EDI platforms, dealer portals, email, and phone communications.
Coordinate logistics including delivery scheduling, trucking arrivals, and installation timelines.
Maintain clear documentation and project records throughout the lifecycle of each job.
Maintain professional communication with customers to ensure satisfaction and timely updates.
Respond to customer inquiries by phone and email, including walk-ins when needed.
Serve as a key point of communication between internal teams, customers, and manufacturers.
Provide administrative support to sales, design, and operations teams including scheduling, file organization, and paperwork completion.
Maintain accurate and organized records including customer data, project documentation, inventory information, and sales reports.
Prepare materials for meetings and customer presentations as needed.
Support invoice processing, including matching purchase orders to invoices, verifying approvals, and coordinating timely vendor payments.
Perform general office duties including answering phones, filing, and other tasks as assigned.
Support quality assurance processes to ensure company standards are met.
Handle confidential customer and company information with discretion and professionalism, ensuring compliance with privacy policies and best practices.