Project Coordinator

Spectra Holdings, Inc•Tempe, AZ

24d

About The Position

At Diverzify+ and its Family of Brands, Project Coordinators work closely with Project Managers to plan and execute flooring projects from start to finish. They develop action plans, schedule resources, manage budgets and timelines, coordinate tasks, handle risk management, and maintain project documentation. The role helps ensure projects meet quality standards, remain on budget, and deliver customer satisfaction through effective communication and time management. The Project Coordinator manages project paperwork and customer and supplier communications, tracks material orders and shipments, supports billing and payment verification, and prepares project close-outs. The position requires construction administration experience and knowledge of project planning tools and methods.

Requirements

Proven work experience in a construction administration role.
Experience in project management from conception to delivery.
Ability to prepare and interpret flowcharts, schedules, and step-by-step action plans.
Strong working knowledge of Microsoft Project and Microsoft Planner.

Nice To Haves

BSc in Business Administration or a related field.
2+ years of experience as a Project Coordinator or in a similar role within the commercial flooring industry.
Familiarity with risk management and quality assurance control.
Hands-on experience with project management tools.
PMP or PRINCE2 certification.

Responsibilities

Manage paperwork flow for Account Managers’ or Executives’ projects, verifying contracts, purchase orders, and change orders for accuracy.
Build customer relations through timely document return and create routing sheets to track paperwork.
Communicate with suppliers about product availability and place and track material orders.
Arrange freight for cost-effective product shipments.
Follow up on shipments in a timely manner and track multiple deliveries.
Distribute bi-monthly salesperson billing summary sheets for customer billing.
Maintain project documentation in job folders and the computer system.
Prepare monthly AIA-type billing and ensure job folders support payment verifications and final invoicing.
Review change orders, verify billing documents, and submit them for client approval.
Complete accurate billing and follow up with clients for payment verification.
Prepare necessary project close-outs at project completion.
Plan and execute flooring projects in coordination with Project Managers, including creating action plans, scheduling resources, managing budgets and timelines, coordinating tasks, managing risks, and maintaining documentation.