Project Coordinator

Project Coordinator

Join a Team That Creates More Than Workplaces

At Working Spaces, we don't just sell office furniture—we create environments where people thrive.

We believe great workplaces inspire collaboration, creativity, culture, and connection. Our team partners with organizations to design spaces that attract talent, engage employees, and bring company culture to life. Every project we deliver impacts how people experience work every day.

We're looking for a highly organized, detail-oriented, and proactive Project Coordinator to join our Client Experience Team. This role is ideal for someone who enjoys managing multiple priorities, solving problems, collaborating with cross-functional teams, and playing a critical role in delivering exceptional client experiences.

As a Project Coordinator, you'll serve as a central hub of communication and coordination throughout the project lifecycle. You'll work closely with Workplace Consultants, Designers, Project Managers, manufacturers, vendors, installation partners, and internal teams to ensure projects are accurate, organized, profitable, and delivered successfully.

If you're someone who thrives in a fast-paced environment, enjoys ownership and accountability, and takes pride in keeping projects moving forward, we'd love to meet you.

What You'll Do

Project Setup & Order Entry

You'll help establish a strong foundation for every project by ensuring information is accurate and complete before orders are placed.

Responsibilities include

• Verifying project setup and customer information within EM1.
• Confirming all "propose to," "bill to," and "install at" information is accurate.
• Downloading project files from ProjectSpec into EM1.
• Ensuring installation, services, and taxes are included in project documentation.
• Confirming project totals match the master order.
• Verifying signed approvals and deposits have been received before order entry.
• Researching and coordinating product ordering based on installation schedules and ship-to-receive dates.
• Creating project records in EM1, including projected installation dates.
• Creating and issuing purchase orders to manufacturers, vendors, and installation partners.
• Uploading required documentation into EM1.
• Communicating awarded projects and projected installation dates to installation partners.
• Ensuring receiving tickets and installer documentation are properly uploaded and maintained.

Project Tracking & Order Management

Once orders are placed, you'll help ensure projects remain on track through proactive monitoring and communication.

Responsibilities include

• Reviewing acknowledgment discrepancies identified by outsourced vendors.
• Resolving discrepancies with internal teams, manufacturers, vendors, and project partners.
• Reviewing freight terms and special shipping requirements.
• Tracking acknowledged ship dates and project milestones in EM1.
• Confirming shipping schedules align with installation timelines.
• Communicating concerns, delays, or conflicts to Project Managers.
• Updating project status information and shipping details within EM1.
• Coordinating with Project Managers once final ship dates are confirmed.
• Reviewing project status within seven days of final estimated ship dates to ensure deliveries remain on schedule.
• Escalating risks and concerns when necessary.

COQ (Completion of Quality) Order Management

You'll help support project completion by managing post-installation COQ orders.

Responsibilities include

• Managing COQ orders for assigned projects.
• Reviewing items identified by Project Managers, Designers, and project teams.
• Ordering approved COQ products.
• Coordinating with vendors, manufacturers, and installation partners.
• Tracking COQ orders and maintaining updates in EM1.
• Communicating status updates and escalating concerns related to delays or costs.

Quick Quotes & Pricing Support

Accuracy matters. You'll help ensure projects are priced correctly from beginning to end.

Responsibilities include

• Preparing quick quotes for Workplace Consultants, Designers, Project Managers, and clients.
• Verifying quote requests contain all necessary information.
• Coordinating with vendors, manufacturers, Design, and internal teams to provide accurate pricing.
• Communicating assumptions, exclusions, and follow-up items related to quotes.
• Partnering with Design teams to review pricing and discount structures.
• Confirming pricing aligns with manufacturer programs, vendor agreements, and company standards.
• Performing final pricing reviews prior to order entry and purchase order creation.
• Identifying and resolving pricing discrepancies.
• Escalating margin concerns or unresolved issues before projects move forward.

Client Experience & Team Support

As a key member of the Client Experience Team, you'll help ensure a seamless experience for both clients and internal stakeholders.

Responsibilities include

• Uploading and maintaining project documentation within EM1.
• Participating in team meetings and maintaining project updates.
• Supporting Accounting with invoicing-related activities.
• Managing service calls and drop-ship orders.
• Serving as the primary point of communication for clients regarding drop-ship orders, including updates, coordination, and follow-up.
• Using Project Spec and EM1 to support small orders and select COQ items.
• Collaborating across departments to support successful project outcomes.

Administrative Support

You'll also play an important role in supporting day-to-day office operations and team needs.

Responsibilities include

• Assisting with client meetings, including room preparation, hospitality, materials, and catering coordination.
• Ordering office and kitchen supplies.
• Supporting Executive Team administrative requests.
• Assisting with special projects, inventory management, spreadsheet updates, and vendor tracking.
• Managing incoming mail and deliveries.
• Greeting clients and providing a welcoming showroom experience.

What Success Looks Like

Successful Project Coordinators demonstrate

• Exceptional time management
• Strong attention to detail
• Consistency and reliability
• Pricing accuracy
• Ownership and accountability
• Excellent communication skills
• Strong client service mindset
• Problem-solving ability
• Sense of urgency
• Collaboration and teamwork
• Ability to manage multiple priorities simultaneously
• Follow-through from start to finish
• Comfort learning new systems and technology
• A technology-forward mindset

Technology & Software Experience

Experience with the following is preferred

• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Teams
• Outlook
• SharePoint
• Adobe Acrobat
• OneDrive
• Web-based vendor and dealer portals

Experience with the following is a plus, but can be taught

• eManage (EM1)
• Project Spec / Notify

Why Working Spaces?

At Working Spaces, you'll join a team that believes in collaboration, innovation, and creating exceptional experiences for our clients and each other. You'll have the opportunity to contribute to meaningful projects, build strong relationships, and grow your career alongside a company that continues to evolve and invest in its people.

As Working Spaces grows, this role will continue to grow as well, creating opportunities for expanded responsibilities, professional development, and career advancement.