Are you ready to be at the heart of transforming commercial spaces? At Working Spaces, we have a 20-year legacy of crafting extraordinary environments that harmonize aesthetics with functionality. As an award-winning leader recognized as the Kimball Select Dealer of the Year in 2017, we excel in design, furniture, and interior solutions. We cater to diverse vertical markets including corporate, education, healthcare, government, and hospitality. With headquarters in St. Louis and cutting-edge showrooms in Kansas City and Columbia, we invite our guests to experience the latest in office furniture trends and custom applications firsthand.
We're searching for a dynamic Project Coordinator to join our team and contribute to our continued success. If you thrive in a collaborative environment and are driven by a passion for excellence, innovation, and exceptional customer service, this role is for you!
As a Project Coordinator at Working Spaces, you will be essential in managing accounts for both new and existing clients within our Architectural Products division. You will collaborate closely with AP Sales, AP Designers, the Director of Architectural Products, and the AP Project Manager to support the completion of various project-related tasks. Your responsibilities will include leveraging IQ software, utilizing Team Design, verifying orders, creating and distributing purchase orders, managing order entry, verifying order acknowledgements, coordinating installations, handling change orders, ordering punch list items, and overseeing project closeouts. You will work in tandem with the Project Manager to ensure that both sales teams and customers are regularly updated on key milestones, target dates, and projected completion timelines for all projects and orders.
· Project Setup:
- Use IQ to set up proposals in Team Design.
- Ensure all customer information is included (propose to; bill to; install at).
· Pre-Order Requirements:
- Verify master order paperwork and confirm installation details.
- Ensure totals match master orders and create E&A/Proposals for sales and design approvals.
- Prepare formal proposals and Terms and Conditions for customer sign-off.
· Order Entry:
- Confirm receipt of sign-offs and deposits for order entry.
- Complete project setup in Team Design with projected install dates.
- Set up and send POs to vendors and install companies; update tracking in IQ.
- Notify Install Company of awarded projects and projected install dates.
· Post Order:
- Verify acknowledged ship dates from manufacturers against orders.
- Enter ship dates and align with projected install dates.
- Alert team of any changes to manufacturer orders (dates, short/late shipments, etc.).
- Enter packing lists and updates into Team Design/IQ.
· Install Coordination:
- Coordinate installation with clients and install companies alongside the AP Project Manager.
- Confirm installation start and initiate invoicing.
- Ensure project tracking and progress monitoring.
· Post Install:
- Order and track punch list items as specified by AP PM personnel.
- Request quotes for punch list items and communicate updates to AP PM & Director of Operations.
· General Responsibilities:
- Upload required documents into IQ (shared with the design group).
- Create and distribute backlog and projected bookings reports.
- Participate in weekly team meetings and update proposals as required.
- Provide general service & warranty support for the AP Team.
- Use CAP for small orders and punch list items specification when needed.
Key Performance Indicators:
- Project Accuracy: Ensure 100% accuracy in order verification and entry.
- Timely Coordination: Achieve on-time delivery for 95% of projects.
- Customer Satisfaction: Maintain a customer satisfaction rate of 90% or higher based on post-project surveys.
- Team Communication: Provide timely updates and communication to the AP team and customers for all project phases.
Qualifications:
- Strong organizational and multitasking skills.
- Excellent communication and customer service abilities.
- Proficiency in project management and order tracking software (IQ, Team Design, etc.).
- Must work well under pressure and be able to meet tight deadlines.
- Must be able to work on multiple projects simultaneously.
- Must have general computer skills and proficiency with Microsoft Office programs, specifically Word, Excel and Outlook.
- Experience in coordinating construction or architectural projects is preferred.
Benefits:
- Comprehensive health, dental, and vision insurance.
- Flexible spending and health savings accounts.
- Long-term and short-term disability.
- 401(k) plan with company match.
- Paid time off and associate discounts.
- On Demand pay - Work today and get paid tomorrow!
We are committed to offering a robust benefits package and exciting work culture that makes Working Spaces a great place to work!
Working Spaces is an equal opportunity employer.
Why Join Us?
At Working Spaces, you’ll be part of a creative, forward-thinking team dedicated to shaping spaces where people work, learn, and thrive. We offer an environment that values innovation and excellence, and you'll play a pivotal role in bringing visions to life. Join us and make a lasting impact on the environments we create.
Job Type: Full-time
Pay: $65,000.00 - $70,000.00 per year
Experience:
- Construction: 1 year (Preferred)
Ability to Commute:
- St. Louis, MO 63146 (Preferred)
Ability to Relocate:
- St. Louis, MO 63146: Relocate before starting work (Preferred)
Willingness to travel:
Work Location: In person