Project Coordinator

## Description

**Job Summary:**

Project Coordinators own the order placement of all projects as well as handling all back-office activity for the Sales Support department. The coordinator’s primary responsibility is supporting Sales Coordinators to place orders and manage all post-order project-related tasks, such as: placing orders, coordinating service work (warranty), factory interface, handling questions/issues regarding lead times and ship dates, and order close-out. Project Coordinators are responsible for the entire sales order fulfillment process, including management of customer orders from order entry through pre-installation, providing support to sales personnel, and accurate/timely service to customers.

**Responsibilities** **and Duties:**

1. **Order Preparation**

• Reviews and proofs order for basic information (ship to, bill to, contract number, etc.), accuracy and completeness
• Submits orders through ERP system and sends purchase orders to manufacturer partners.

1. **Sales Order Management**

• Disperses order information to appropriate internal and external personnel (sales staff, operations, customer, etc.)
• Checks acknowledgments against order; resolves discrepancies with factory and/or original Sales Coordinator.
• Maintains master sales order and work order files, ensuring the file is complete and up to date.
• Interfaces with factory on order status, current lead times, reservation of manufacturing for future/project orders, specials requirements, C.O.M. requirements, etc.

1. **Installation/Delivery Folders**

• Prepares installation/delivery packet for operations (install drawings, delivery tickets, etc.)

1. **On-going**

• Participate in team meetings as scheduled.
• Communicates with customers regarding order status, punch list resolution, and the scheduling of orders for delivery/installation when Project Manager is not assigned. Including providing clarifications and answers for customer’s questions regarding order issues, as needed.
• Manage warranty claims with vendor partners submitted by the PM Team and/or customers.

1. **Other duties as assigned.**