[Hiring] Sales Coordinator / Project Manager @EMPIRE OFFICE INC

Role Description

Empire and Co. is hiring for a local Sales Coordinator / Project Manager role in Albany. This role is responsible for supporting the sales team while also managing the coordination and execution of projects from initial quote through final installation and closeout.

The Sales Coordinator / Project Manager plays a critical role in delivering a high level of customer service while collaborating with internal teams, vendors, and clients throughout the project lifecycle. This position ensures accurate order management, proactive communication, and the successful delivery of projects, in alignment with Empire and Co.’s commitment to Delivering Perfect.

Key Responsibilities

• Sales & Account Coordination
  • Assist in the preparation of quotes and orders, ensuring accuracy in pricing and product specifications
  • Maintain accurate client records, order details, and project updates within internal systems
  • Organize floor plans, product counts, and supporting documentation for client presentations and internal reviews
  • Support Sales Managers with project coordination and documentation
  • Prepare reports, presentations, and materials for meetings
  • Provide responsive customer service by addressing client inquiries and coordinating follow-ups
• Project Management & Execution
  • Manage projects from order entry through installation and final closeout
  • Serve as a key point of contact for clients, ensuring clear communication and expectations throughout the project lifecycle
  • Coordinate timelines, deliverables, and internal resources to ensure projects stay on schedule
  • Identify and proactively resolve issues that may impact project scope, timeline, or budget
  • Collaborate with internal teams to ensure alignment across all project phases
• Order Management & Vendor Coordination
  • Confirm receipt of purchase orders with vendors
  • Monitor order acknowledgments and ensure timely confirmations
  • Track and resolve order discrepancies or acknowledgment issues
  • Create and manage vendor deposit requests as needed
  • Maintain and distribute order status reports
  • Coordinate vendor communication to ensure order accuracy and on-time delivery
• Pre-Installation Coordination
  • Create Operations requests outlining labor requirements (union/non-union, standard time, or overtime)
  • Prepare installation packages for Operations teams
  • Request and track Certificates of Insurance (COIs)
  • Coordinate logistics and documentation required for delivery and installation
• Installation & Post-Installation Support
  • Oversee installation readiness and support execution as needed
  • Maintain punch list documentation and coordinate resolution of outstanding items
  • Order punch list items as needed to complete project requirements
  • Create Laser and RA tickets (when applicable) to initiate freight claims
  • Support project closeout activities, including invoicing
  • Manage day-two orders and post-installation client requests
  • Maintain communication with clients to ensure satisfaction and timely issue resolution
• Administrative & Reporting Responsibilities
  • Set up new customers and vendors within internal systems
  • Request and track manufacturer warranty information
  • Compile Product Mix Reports and additional internal reporting
  • Maintain accurate and organized client and project documentation

Qualifications

• Minimum of 3+ years of experience in the commercial furniture or dealership industry required
• High School Diploma required; Bachelor’s degree preferred
• Steelcase and Hedberg experience strongly preferred
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word)
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Ability to manage multiple tasks and priorities in a fast-paced environment
• Strong attention to detail and problem-solving skills
• Ability to work collaboratively within a team environment while supporting multiple stakeholders
• Demonstrated ability to meet deadlines while maintaining a high level of accuracy and service

Requirements

• Compensation for this role is expected to range from $75,000 to $90,000 annually, based on experience