Project Coordinator, BlueFox Furniture

$28,000 - $28,000/Yr

Arco - Downers Grove, IL

Full-time - Entry Level

Downers Grove, IL

Food and Beverage Retailers

About the position

BlueFox Furniture is seeking a detail-oriented and self-sufficient Project Coordinator to join our team in the Chicago area, specifically in our Downers Grove office. This role is pivotal in providing high-level support to the project team, ensuring the timely issuance, distribution, and response of information, invoices, and correspondence. The Project Coordinator will be responsible for a variety of tasks that contribute to the overall success of our projects, including preparing contractual documents, maintaining project trackers, and coordinating with various stakeholders. In this position, you will prepare contractual documents for signature as directed by Project Managers, ensuring compliance with all necessary agreements such as Subcontracts, Purchase Orders, and Change Orders. You will also maintain various trackers for the Project Team, including the SalesForce project pipeline and manufacturer database, while updating Purchase Order numbers, invoice amounts, and tracking information in our global project tracker. Your attention to detail will be crucial as you receive and review Order Acknowledgements, compare them against Purchase Orders, and flag any discrepancies to the Project Manager. Additionally, you will be responsible for collecting insurance requirements from installers, following up on project schedules, and managing product shipments and receiving reports. Setting up new project folders and organizing documents will be part of your daily tasks, along with preparing project closeout documents. You will also coordinate new product presentations with vendors, schedule project photos with the marketing team, and prepare various written communications such as letters, meeting minutes, and expense reports. Your role will also involve improving internal workflow processes, preparing for meetings and trainings, coordinating travel for the Project Team, and maintaining communication with vendors and customers. This position offers a unique opportunity to improve project performance and drive your own success from day one.

Responsibilities

• Prepare contractual documents for signature as directed by Project Managers and ensure compliance (Subcontracts, Purchase Orders, Change Orders and other similar agreements)
• Maintain various trackers for Project Team including SalesForce project pipeline, manufacturer database and contact lists, and updating PO #s, invoice amounts and tracking information to our global project tracker
• Receive and review Order Acknowledgements, adding information such as sales order # and ship date to project tracker, and flagging any discrepancies to Project Manager
• Collect insurance requirements from installers and follow up with them on project schedules, product shipments and receiving reports
• Set up new project folders and save documents into project folder in organized manner
• Prepare project closeout documents
• Schedule new product presentations with vendors and order samples as needed
• Schedule project photos with the marketing team
• Type and prepare various items such as letters, meeting minutes, weekly updates, memos and expense reports
• Improve Viewpoint templates and other internal workflow processes
• Prepare for meetings and trainings that includes coordinating with various offices, obtaining materials, and scheduling lunches
• Coordinate and book travel for Project Team as needed
• Communicate with vendors and customers alongside the Project Team
• Assist with the set up and maintenance of projects in applicable management software
• Coordinate with accounting team.

Requirements

• 3-10 years of related experience, executive assistant or furniture or construction administration experience considered a plus
• Bachelor's degree
• Excellent computer skills, must be proficient in Microsoft Suite
• Receptive to learning additional technical skills and integrating new software into day-to-day responsibilities
• Must be extremely organized, self-reliant, proactive, and detail oriented
• Ability to multi-task and willingness to learn is a must

Benefits

• Industry-leading performance-based bonus program
• Employee Stock Ownership Plan (ESOP)
• Traditional and Roth 401k
• Tuition reimbursement for associates
• Scholarship for associates' children up to $28,000 per child
• 1-month paid sabbatical after every five years of employment, plus $5,000 for travel
• 1-week paid volunteer leave each year
• 100% charitable match
• Medical, dental, and vision insurance coverage
• Paid parental leave