Project Coordinator (retail-signage refresh project)

$54,995 - $54,995/Yr

Pivotal Retail Group - Dublin, CA

Part-time - Entry Level

Dublin, CA

Administrative and Support Services

About the position

The Project Coordinator for the retail-signage refresh project plays a crucial role in supporting all retail fixture installation projects, special projects, store remodels, and new store openings. This position is hybrid, requiring in-office presence in Dublin, CA on Tuesdays, Wednesdays, and Thursdays, while allowing remote work on Mondays and Fridays. The role involves significant project management responsibilities, including tracking and communicating all project information, details, and revisions, as well as monitoring and following up on all project action items assigned to the coordinator. The Project Coordinator is responsible for maintaining project schedules for the Installation Project Manager and ensuring that all project plans and schedules are adhered to as outlined by project management. In addition to scheduling, the Project Coordinator develops and maintains budgets and Capital Expenditure Requests (CER), produces and distributes bid packages, award letters, and installation contracts to multiple vendors. Effective communication is key, as the coordinator develops all store and vendor communication plans, materials, and processes, ensuring that all relevant parties receive the final scope of work. The role also requires collaboration with the Store Planning team and vendors to accurately scope project phasing and execution plans, as well as coordinating the distribution of plans to Field Management and vendors to ensure timely access to necessary information prior to installation dates. The Project Coordinator proactively identifies issues that could lead to shortages, go-backs, and increased costs before installation, conducting quality checks, plan reviews, and purchase order checks. They facilitate store and contractor calls throughout the execution phase and conduct on-site visits before, during, and after all store projects as needed. The coordinator works closely with permit expeditors, engineers, and city officials to submit and approve permit documents promptly, maintaining accurate punch lists and checklists to close out open issues after project execution. Other duties may be assigned as necessary, emphasizing the need for flexibility and adaptability in this role.

Responsibilities

• Provide support to all retail fixture installation projects, special projects, store remodels, and new stores.
• Track and communicate all project information, details, and revisions.
• Monitor and follow up on all project action items as assigned.
• Maintain project schedules for the Installation Project Manager.
• Develop and maintain budgets and Capital Expenditure Requests (CER).
• Produce and distribute bid packages, award letters, and installation contracts to multiple vendors.
• Develop all store and vendor communication plans, materials, and processes, including distribution of final scope.
• Work with Store Planning team and vendors to accurately scope project phasing and execution plans.
• Coordinate distribution of plans to Field Management and vendors.
• Proactively identify issues that minimize shortages, go-backs, and costs prior to installation.
• Facilitate store and contractor calls throughout execution phase, as needed.
• Conduct on-site visits before, during, and after all Store Projects, as needed.
• Work with permit expeditor, Engineers, and city officials to submit and approve permit documents in a timely manner.
• Maintain accurate punch lists and checklist, closing out open issues after project execution.
• Communicate project scheduling, updates, and revisions to Field Management.
• Develop project dashboards and reporting to provide ongoing updates on project status to the Field, internal partners, and Leadership team.
• Schedule kick-off calls, daily check-ins, and postmortem meetings with Field Management business partners, documenting lessons-learned and making recommendations to improve future processes.
• Provide installation schedule(s) to Communications Department for release.
• Track and report out vendor performance using Microsoft Excel and Ariba.
• Develop and maintain project/vendor files.
• Track budgets and expenses for all projects, updating forecasts as invoices are processed.
• Gather required quotes and pricing to build capital requests for each project.
• Serve as primary point of contact during installation for issues escalations and make timely decisions during installation.

Requirements

• High school diploma or GED required; university degree in a related field is preferred.
• Minimum of 1-2 years of project coordination experience is required.
• Retail experience is preferred.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Experience with project management tools such as Smartsheet is a plus.
• Strong customer focus and teamwork skills.
• Excellent negotiation and communication abilities.
• Ability to confront tough issues and solve problems effectively.
• Strong planning and organizing skills with business acumen.
• Ability to analyze situations and make sound judgments.

Nice-to-haves

• Experience with managing and tracking signage installations.
• Familiarity with VLOOKUP function and Pivot Tables in Excel.
• Experience maintaining punch lists and checklists.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance