Project Coordinator

Atmosphere Commercial Interiors - Phoenix, AZ

Full-time - Entry Level

Phoenix, AZ

Furniture and Related Product Manufacturing

About the position

The Project Coordinator at Atmosphere Commercial Interiors LLC is responsible for providing sales support to a diverse range of clients by managing daily orders and projects from proposal through installation. This role requires effective communication with clients and team members, ensuring accurate order processing and timely updates on project status. The coordinator will utilize the Hedberg Order System to manage orders and resolve any discrepancies, while also supporting the sales team and participating in project meetings.

Responsibilities

• Provide sales support for multiple large- and small-scale clients.
• Coordinate and manage client daily orders and projects from proposals/quotes through installation.
• Utilize the Hedberg Order System to enter quotes and orders accurately.
• Communicate ongoing order status, progress, and issues with the team and clients.
• Respond timely and accurately to clients' daily requests for service and questions.
• Gather lead times from vendors and collaborate with Sales to communicate expectations with clients.
• Review vendor acknowledgments to ensure accurate and timely receipt of client products.
• Monitor and expedite just-in-time shipping dates to meet client requirements.
• Interface with vendors and shippers to resolve problems.
• Prepare and update customer order status reports based on client requests or requirements.
• Investigate and resolve vendor and client invoice discrepancies to ensure timely customer payments.
• Submit client invoices per client requirements if applicable.
• Partner with the Project Team to document, research, and resolve delivery and installation punch list issues.
• Enter orders for parts and products required.
• Facilitate timely responses to clients' daily product and service requests.
• Assist Sales Team with bid and request for proposal responses, close-outs, and submittals.
• Process client credit card payments for orders.
• Train and mentor new team members on Atmosphere processes, Hedberg, and ServiceTRAX.
• Assist with administrative duties including front desk and receptionist back-up coverage.

Requirements

• High School Diploma or GED
• Proficient with Microsoft Office applications
• Strong keyboard skills
• Ability to work overtime when necessary

Nice-to-haves

• 4-year degree
• 2+ years' experience in client support role
• Commercial Furniture Industry experience
• Experience with Hedberg business system