Overview
We are seeking a dynamic and detail-oriented Project Coordinator to join our team. In this vital role, you will be responsible for planning, initiating, and managing assigned project coordination tasks consisting of maintaining inventory or product rollout, and working with designers to plan production, shipping, and installation of shops. You will also acts as the liaison between the client and the store to set dates to ensure the needs of all parties involved are met.

Responsibilities

Creates and executes project work plans and revises as appropriate to meet changing needs and requirements.*
Sets and monitors deadlines, budget interactions with VDI team, clients, and vendors effectively and timely to complete projects.*
Identifies resources needed to assign individual responsibilities to execute projects.*
Applies the guidelines per each client and enforces project standards.*
Ensures project documents such as plans, sales orders, and purchase orders are complete, current, issued, and filed appropriately.*
Submits freight claims for any and all damages during shipping.*
Tracks and updates client inventory on a weekly basis.*
Tracks all project costs to ensure they are staying within the budget/quote.*
Ensures timely and accurate invoicing and monitors receivables for projects to ensure full payment to terms.*
Follows up with clients when terms are exceeded regarding unpaid invoices.*
Submits, verifies, and follows up on freight claims.*
Updates changes and relays to client as they happen using discretion with what is relayed to client, at times may need to discuss this with supervisor to insure it is in the best interest of the company.*
Sets payment terms with new clients at net 30 unless otherwise directed.*
Facilitates team and client meetings effectively while drafting meeting notes with specific details provided by client.*
Holds regular status meetings with clients and internal design team to ensure projects are running on schedule.*
Keeps project team well informed of changes with clients via email and outlook schedule.*
Communicates relevant project information to Shipping Department and warehouse manager.*
Resolves and/or escalates issues in a timely fashion where there are issues with installs or vendor deliveries.*
Acts in a professional manner at all times while dealing with clients and project teams.*
Develops lasting relationships with clients and personnel that foster client ties acknowledging that this usually requires travel.*
Communicates effectively with clients to identify needs and executes accordingly.*
Builds a knowledge base of each client's business, organization, and objectives.

Qualifications

Proven experience in project coordination or related roles
Strong knowledge of project scheduling techniques
Excellent organizational skills with the ability to manage multiple priorities efficiently and meet deadlines consistently.
Effective communication skills for coordinating between teams, clients, vendors, and stakeholders.
Ability to adapt quickly in a fast-paced environment while maintaining attention to detail.
Proven experience ensuring projects are executed smoothly from start to finish.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 36 – 40 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Paid time off

Work Location: In person

VDI Inc.

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