Project Coordinator in Draper, Utah at HBIH Holdings, LLC

SUMMARY

The Project Coordinator plays a critical role in supporting the project management team by handling multiple projects and service requests from order acceptance to closeout. This includes overseeing vendor management, installation, and invoicing. Coordinators represent Spacesaver Intermountain's business interests on job sites, emsiromg a positive customer experience throughout the project lifecycle. Additionally, they assist other team members and customers as needed, and support sales personnel. The role also involves coordinating order entry, order management, factory interface, and the closeout of orders, ensuring accurate and timely service to customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES 
1. Prepare quotes and process orders, assisting in establishing service fees and discounts for customers.
2. Maximize revenue and gross profit margin for all transactions.
3. Maintain accurate and detailed records, including customer sign-offs, approvals, and key decisions.
4. Complete order placements based on project requirements, including phasing, delivery dates, and ship-to locations.
5. Verify order acknowledgments, resolve discrepancies, and confirm ship dates with customers.
6. Communicate with customers regarding order status, punch list resolution, and scheduling for delivery/installation. Provide clarification and answers to customer questions regarding order issues.
7. Secure and negotiate freight and installation quotations by project.
8. Create work orders and coordinate with the installation team for final delivery and installation.
9. Enter orders for punch list/warranty work and ensure timely completion.
10. Work in a team environment, creating and maintaining strong relationships with internal and external customers. Partner with sales, project management, design, and accounting to ensure all project elements are in sync and adhere to internal processes.
11. Maintain internal records for interterritorial projects.
12. Maintain filing systems, assist with project permitting, and respond to general contractor pre-qualification applications.
13. Develop and manage the project installation schedule in coordination with the team and communicate it to all relevant parties, including general contractors and subcontractors.
14. Manage incoming service calls when assigned.
15. Work with installation partners to create quotes and provide installation drawings and instructions.
16. Coordinate and manage pre-installation site visits, reviewing schedule and site access requirements.
17. Interact appropriately with job site personnel, including general contractors, sub-trades, and installation teams, to foster positive interactions and desired outcomes.
18. Manage submittals to the factory and schedule punch list items.
19. Confirm project completion and ensure timely and accurate invoicing.
20. Manage the warranty submittal process for assigned territories and troubleshoot storage equipment needing minor repairs/adjustments.
21. Participate in company meetings and training events, suggesting and developing process changes within the organization.
22. Order and manage marketing literature, including brochures and material samples, and assist in distributing them to internal and external customers as requested.
23. Perform other duties and responsibilities as assigned.
24. Note: This role is primarily performed on a computer using specific industry software to manage job processes. 

MINIMUM REQUIREMENTS AND QUALIFICATIONS 
Required:
⦁ Bachelor's degree from an accredited institution.
⦁ 3+ years of experience in sales support, customer service, and/or data entry preferred.
⦁ Preferred but not required: Experience in specialty storage, furniture or the construction industry.
⦁ Strong proficiency in Microsoft Office Suite and ability to quickly learn new applications.
⦁ Excellent written and verbal communication skills.
⦁ Professional demeanor with a collaborative attitude.
⦁ Strong organizational and time management skills.
⦁ Ability to work independently or as part of a team in a fast-paced environment.
⦁ Strong problem-solving skills and a positive approach to developing and implementing solutions.
⦁ Highly self-motivated with the ability to meet deadlines and manage time effectively.
⦁ Aptitude for technology and a strong willingness to learn.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. Considerable use of arms, legs and moving the whole body, such as climbing, lifting, balancing, and walking is required. The employee frequently is required to stoop, kneel, crouch or crawl. The employee is regularly required to use hands to finger, handle or feel, and reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.