[Hiring] Junior/Mid Project Coordinator @Zipdev

Role Description

The Project Coordinator plays a key role in managing school furniture projects from quoting stage through installation completion. This position supports the sales and project management teams by order entry, processing orders, managing documentation, and maintaining clear communication with vendors, installers, and clients.

The ideal candidate is detail-oriented, highly organized, and capable of managing multiple projects in different stages simultaneously while ensuring accuracy, accountability, and client satisfaction.

Key Responsibilities

• Order Entry, Project Coordination and Customer service
  • Participate in team calls and bid discussions to confirm pricing and project scope
  • Requesting vendor quotes, installation quotes
  • Understanding of different contracts
  • Responding to vendor questions
  • Instructing vendors with shipping instructions
  • Updating their team
  • Prepare detailed pricing information, including freight, installation, and related costs
• Order Processing & Documentation
  • Process orders with detailed instructions for vendors and manufacturers
  • Upload required documentation to Company's Site
  • Maintain accurate project tracking and files in Trello and Company's Site
  • Verify order acknowledgments for accuracy and compliance with bid specifications
• Vendor & Client Communication
  • Communicate promptly with vendors regarding order details, clarifications, and schedule updates
  • Maintain clear communication with project managers, installers, and clients throughout the project lifecycle
  • Prepare and distribute project status reports to internal teams and clients
• Delivery & Installation Coordination
  • Coordinate deliveries and installation schedules with the project manager and installer
  • Manage: back orders, replacements, and damage claims prior to installation when possible
  • Obtain and track punch lists from installers and/or clients and ensure timely resolutions
  • Maintain detailed punch list logs including replacements, credits, and updates
  • Update Trello to reflect progress through installation and final completion
• Billing & Post-Installation Support
  • Prepare and process billing for completed projects
  • Address and manage warranty issues post-installation

Qualifications

• Associate or bachelor’s degree in business, Project Management, Interior Design, or a related field (or equivalent experience)
• 2+ years of project coordination or operations experience (school furniture, commercial interiors, or contract furniture preferred)
• Strong proficiency with Trello, Microsoft Office Suite, and client/vendor portals
• Excellent organizational and communication skills with strong attention to detail
• Ability to manage multiple projects and deadlines in a fast-paced environment
• Knowledge of freight and installation logistics
• Experience working with school district timelines and project schedules

Ideal Candidate Traits

• Highly organized, dependable, and proactive
• Strong problem-solving and analytical thinking
• Exceptional communication and interpersonal skills
• Comfortable collaboration with Sales, Design, Operations, and Installation teams
• Customer-focused with a strong commitment to quality and accuracy
• Able to adapt quickly to shifting priorities and school district schedules

Benefits

• Work remotely Monday - Friday, 40 hours a week (no weekends)
• Vacation: 10 business days a year
• Holidays: 5 National Holidays a year
• Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Zipdev Day)
• Parental Leave
• Health Care Reimbursement
• Active Lifestyle Reimbursement
• Quarterly Home Office Reimbursement
• Payroll Deduction Purchase Plans
• Longevity Bonus
• Continuous Learning Bonus
• Access to Training and Professional Development Platforms