Project Coordinator

NewVine Employment Group•Fort Lauderdale, FL

18d•$60,000 - $65,000•Onsite

About The Position

We are seeking a highly organized and proactive Project Coordinator to support project tracking, cross-functional communication, documentation, and operational follow-through. The role helps keep projects on schedule, action items completed, documentation maintained, and teams aligned on priorities and deadlines. The position involves coordinating multiple projects and supporting project execution, inventory planning, reporting, and system implementation. The Project Coordinator maintains project trackers, records, reports, procedures, and documentation; follows up on tasks and blockers; and coordinates project and product activities from quotation through final completion. The role also supports inventory and production planning, maintains accurate operational records, and coordinates with warehouse, production, purchasing, logistics, and other departments. The position supports ERP implementation by tracking tasks, requirements, testing, training, and system issues; organizing implementation materials and data; and coordinating meetings and follow-up with internal teams and implementation partners. It also supports cross-functional communication, process documentation, and the Senior Project Manager with reporting, follow-ups, and implementation of established processes. The schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m., on-site in Fort Lauderdale. 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 clear owners, statuses, deadlines, and next steps; review open tasks, follow up on delays, and escalate blockers.
Organize project notes, decisions, timelines, supporting documents, and project risks, issues, dependencies, and action items.
Prepare weekly management status updates and reports.
Maintain project records, including procedures, agreements, purchase orders, reports, templates, and meeting notes; track document versions, approvals, owners, and completion dates.
Ensure deliverables are documented before tasks are marked 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; ensure required documentation, estimates, approvals, and identifiers are in place.
Follow up on quotations, deposits, approvals, and other outstanding requirements; coordinate purchase requisitions and purchase orders using the company ERP system.
Track incoming materials and packaging, identify discrepancies or shortages, and coordinate production schedules, pick lists, shipping details, and documentation.
Monitor certificates of analysis (COAs) and follow up when documents are missing; communicate project progress, inventory updates, and estimated timelines.
Prepare weekly inventory replenishment schedules and production requisitions; maintain accurate inventory and packaging records, including quantities, locations, and movements.
Coordinate with warehouse, production, purchasing, and logistics teams; track inventory discrepancies and outstanding receipts; support monthly reconciliations and reporting.
Track ERP implementation tasks, requirements, testing, training, and system issues; maintain workflow maps, data templates, test scripts, training materials, and related documentation.
Coordinate data gathering and cleanup across departments; schedule implementation meetings, prepare agendas, document decisions, and track follow-up actions.
Coordinate user access and training completion; distribute test scripts, collect results, document defects, and confirm issues are resolved before closure.
Prepare item master, SKU, and BOM data and ensure files meet agreed formats before submission to implementation partners.
Coordinate regularly with Sales, Purchasing, Accounting, Logistics, Warehouse, Production, and other teams; lead weekly active-project reviews and identify missing requirements.
Communicate process requirements, project status, inventory availability, and potential delays; schedule recurring meetings and distribute agendas, decisions, and action items.
Convert verbal instructions and informal requests into actionable task lists; coordinate SOP and process-document reviews, approvals, and publication.
Maintain shared document libraries and prepare weekly project review materials covering timeline changes, dependencies, and potential delays.
Support the Senior Project Manager with reporting, follow-ups, and implementation of established processes.