Project Coordinator

Aston Carter•Parsippany-Troy Hills, NJ

3d•$29 - $30•Onsite

About The Position

The Relocation Project Management Coordinator provides essential operational and administrative support to the move management team, ensuring smooth and efficient relocation activities. This role serves as a key liaison between clients, vendors, and internal teams, coordinating day-to-day move activities, maintaining accurate documentation, and managing data systems throughout the relocation process.

Requirements

0–3 years of experience in facilities coordination, relocation, or move management.
Strong organizational skills with the ability to prioritize and manage multiple tasks.
Excellent written and verbal communication skills.
Detail-oriented approach to documentation, data entry, and process compliance.
Ability to multi-task and 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.
Basic proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
Ability to manage differing needs of the business while maintaining accuracy and timeliness.
Capacity to follow documented processes and procedures consistently.
Flexibility with work hours and travel as needed to support move activities and project requirements.

Nice To Haves

Experience with move management, project coordination, and administrative support in a facilities or corporate environment.
Familiarity with CAFM (Computer-Aided Facility Management) systems and occupancy data management.
Ability to coordinate vendors, installers, trades, and property or facilities management teams.
Comfort working under direct supervision while progressively taking on more responsibility.
Demonstrated ability to observe and adapt to different client cultures and learning styles.
Strong problem-solving skills with a proactive approach to identifying and resolving project issues.
Ability to maintain accurate records related to ergonomic assessments, product orders, and workstation accommodations.

Responsibilities

Schedule meetings and reserve conference rooms for the move management team to support project planning and coordination.
Assist in preparing proposals for new relocation and facilities projects, contributing to documentation and supporting materials.
Maintain and update the operations manual to ensure procedures and best practices remain current and accurate.
Receive and process client move requests, ensuring all required information is captured and properly documented.
Take detailed meeting minutes and distribute them promptly to the project team to ensure clear communication and follow-up.
Create and distribute move communications, move packets, and labels to clients to support clear instructions and organized relocations.
Perform pre-move and move day duties, including furniture inventory, pre- and post-move inventory, check-out and check-in activities, hanging move signage, and supervising movers.
Compare vendor and subcontractor invoices to purchase orders or subcontracts to verify accuracy and support proper billing.
Input data into the CAFM system to maintain accurate occupancy and relocation information.
Manage daily individual move requests from end to end, ensuring timely coordination and completion.
Proactively manage project-related issues on the project or account, escalating and communicating as needed to keep work on track.
Coordinate scheduled move activity with property management, facilities management, and all parties involved in relocations.
Ensure all project and account activities and processes are performed in a manner consistent with documented processes, including client policies and procedures.
Incorporate relocation project management best practices into daily activities and project execution.
Coordinate work orders and small project execution with vendors, installers, and trades, including furniture reconfigurations and space enhancements.
Identify outstanding issues associated with projects and communicate them to the team lead for resolution.
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 ensure they are documented and addressed.
Coordinate all ergonomic assessment scheduling with end users, conduct ergonomic assessments, and order products as necessary based on assessment findings.
Coordinate with client representatives to provide employees with workstation accommodations as needed.
Report all 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, including client policies and procedures.
Work collaboratively with the assigned team to achieve project objectives and meet client expectations.
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.
Communicate clearly and professionally with internal teams, vendors, and executive-level clients using excellent written and verbal communication skills.