Project Coordinator

Job description

Project Coordinator Reporting to the Manager, Workplace Strategy and Design , the Workplace Client Services (Project) Coordinator supports the workplace team by acting as a key liaison between clients, vendors, and internal teams. This role is responsible for coordinating client requests, maintaining accurate project documentation, supporting product and service quotations, and ensuring a consistently high-quality client experience throughout the project lifecycle. Key Responsibilities: Client & Internal Coordination Serve as the primary point of contact for incoming internal and external project-related communications via phone, email, and Microsoft Teams. Maintain timely, professional, and empathetic communication to support excellent customer service and client satisfaction. Act as an internal liaison to provide product and service information, answer project questions, and assist in resolving emerging issues. Project & Salesforce Administration Receive new client requests from project leads and create opportunities in Salesforce, including kickoff call notes and project details. Create and maintain project folders on the cloud server and assign project numbers. Maintain accurate Salesforce records, including quotes, acknowledgements, client contact details, and project updates. Maintain project files according to department standards, ensuring drawings and specifications are current. Vendor, Product & Quotation Support Request product, service, freight, and special-order quotes from vendors to support client deliverables. Research furniture and product options, prepare comparisons, and provide recommendations related to pricing, lead times, and finish options. Request finish samples from vendors for client review. Review order acknowledgements to confirm accuracy against client orders. Proposals & Order Management Prepare proposals under $5,000 as requested by management and review for accuracy prior to submission. Obtain client approvals, upload documentation to Salesforce, and coordinate next steps following approval. Communicate manufacturing, shipping, and delivery status to internal teams to ensure projects remain on schedule. Assist with order issue resolution, including shortages, damaged goods claims, and delivery discrepancies. Site, Install & Post-Occupancy Support Assist with site visits, inventories, staging, and vendor or client appointments as required. Support post-occupancy evaluations and deficiency list processing, communicating findings to the Manager, Workplace Strategy and Design. Additional Support Assist with design, sourcing, quotation, and installation of plants, planters, and staging items. Maintain staging inventory in the Connect warehouse. Accurately complete timesheets, activity logs, and attend departmental and company meetings. Follow all communication procedures, guidelines, and company policies. Coordinate the servicing of company vehicles Performance Measurements: Minimum of 2 years of client facing design and customer service experience in commercial interior design or furniture dealership . Experience co-ordinating projects with internal and external stakeholders Proven customer support experience Experience working on multiple projects and managing priorities Works independently and as part of a team. Excellent interpersonal and communication skills, both written and verbal in the English language Efficient and organized documentation A positive attitude, confident, focused, and responsible Demonstrated ability to manage time efficiently, prioritize multiple tasks and meet deadlines Software Knowledge: PowerPoint/Canva Proficient in MS Office Applications (Word, Excel, Outlook) Adobe Acrobat Pro Salesforce Educational/Licensing/Certification Requirements: A valid driver’s license and access to an insured vehicle We are an Equal Opportunity Employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, colour, religious creed, ethnic origin, disability, or any other characteristic protected by federal, provincial, or local law Job Type: Full-time, Permanent Group Insurance Benefits: Dental Care Extended Health Care Life Dependent Life Long Term Disability (employee paid) On-site Parking Vision Care