Service Project Coordinator

Workplace Resource - Denver, CO

Full-time - Mid Level

Denver, CO

Furniture, Home Furnishings, Electronics, and Appliance Retailers

About the position

The Project Coordinator at Workplace Resource plays a crucial role in ensuring the smooth operation of quoting, ordering, and processing office furniture products or related items. This position is essential for maintaining customer satisfaction both internally and externally. The Project Coordinator is responsible for processing quotes by setting up customer information and importing SIF files, ensuring the accuracy of sales orders by reviewing and verifying vendor acknowledgments, and preparing sales orders by obtaining necessary approvals. The role also involves creating job order packets and delivering them to Project Management in a timely manner, keeping customers informed of order status, and ensuring signoff from customers upon job completion. In addition to these responsibilities, the Project Coordinator prepares completed sales orders for invoicing by closing out job orders, capturing all products and services, and delivering files to accounting. The position requires continuous updates to invoice forecasts by comparing lead times, acknowledgments, and installation schedules. The Project Coordinator must handle customer inquiries and issues promptly, contribute to team efforts, and provide support for intermarket accounts via the ServiceNet application. Effective communication with the work team, servicing dealer, and originating dealer is vital for success in this role. The ideal candidate will have a high school diploma and 1-2 years of experience in a similar position, preferably within the office furniture industry. They should demonstrate proficiency in order processing, clerical and data entry tasks, and possess a working knowledge of Microsoft Office Suite and various accounting and design software. Attention to detail, the ability to manage multiple responsibilities, and a commitment to quality work are essential traits for this position. The Project Coordinator must also be adaptable, dependable, and possess strong communication skills to build customer loyalty and foster teamwork.

Responsibilities

• Processing quotes by setting up customer information and importing SIF files.
• Ensuring accuracy of a sales order by reviewing, verifying, and processing vendor acknowledgements, specifically verifying cost and delivery date.
• Preparing sales orders by reviewing information and obtaining the necessary approvals.
• Processing sales orders by verifying selling price and placing the purchase order into various software applications.
• Creating job order packets or other related sales order information and delivering to Project Management in a timely manner.
• Keeping internal and external customers informed of order status by preparing reports and communicating results on a regular basis.
• Ensuring signoff from the customer that the job was completed by reviewing the job packet sent back from Distribution.
• Preparing the completed sales order for invoicing by closing out the job order, ship confirming, capturing all products and services, and delivering the files to accounting.
• Continuously updating invoice forecasts electronically by comparing lead time, acknowledgements, and installation schedules in a timely manner.
• Handling internal and external customer questions or issues by researching and taking appropriate action in a timely manner.
• Contributing to a team effort by accomplishing related results or projects as needed, including phone backup for receptionist.
• Providing support for intermarket accounts via ServiceNet application and through other correspondence.
• Communicating information to work team, servicing dealer, and originating dealer relating to intermarket account.

Requirements

• High school diploma or GED.
• 1-2 years of experience in a similar position, preferably within the office furniture industry.
• Proficiency in Microsoft Office Suite and various accounting and design software.
• Detail-oriented with the ability to coordinate multiple responsibilities.
• Ability to drive issues to closure and get the job done on time.
• Dependable and reliable in fulfilling commitments.
• Flexible and adaptable to changing business needs.
• Effective communication skills to interact with a wide range of people.
• Ability to build customer loyalty by understanding and responding to customer needs.
• Teamwork and collaboration skills to build productive working relationships.
• Integrity and trustworthiness in actions and decisions.
• Initiative to recognize opportunities or problems and take action.

Nice-to-haves

• Experience in the office furniture industry or related field.
• Advanced mathematical skills for understanding spatial requirements and bids.