Project Coordinator & Accounting Admin

Job description

PROJECT COORDINATOR & ACCOUNTING ADMIN Collaborative & Supportive Team. Detailed Work. Great Workspace. Fun People. Potential to Grow. As a Furniture Project Coordinator & Accounting Admin at Innovate, you’ll play a key role in bringing projects to life—from initial quotation through order entry, acknowledgment, and flawless installation. Your knowledge of commercial furniture, attention to detail, and focus on efficiency will keep projects on track, while your commitment to excellent customer service will strengthen relationships with both internal teams and clients. By providing quality service, you’ll help enhance customer experience and contribute to Innovate’s growing market presence and reputation. WHAT WE OFFER Innovate is a team. We ensure that all team members feel valued by living our Core Values. In this role, you will be expected to: Be T ransformational Be E xceptional Be A ccountable Be M eaningful Be S afe Benefits include: Medical benefits covering 90% of employee premiums and 40% for dependents Paid vacation and wellness time Traditional and Roth 401k | 100% match up to 4% | Immediately vested Education reimbursement for employees, based on qualifications Business expenses and mileage reimbursement Career Growth Opportunity YOUR RESPONSIBILITIES Data Entry Create accurate project quotes and installation estimates, ensuring accuracy with vendor terms and company guidelines. Utilize company software to prepare and track quotes, orders, and purchase orders. Perform audits on purchase orders and track discrepancies, notifying designers as needed. Order Acknowledgements File Docusign executed quotes, after Designer received client approval. Review vendor acknowledgments for discrepancies and coordinate with vendors on shipping issues. Monitor product delivery dates and provide progress updates in software. Recut purchase orders per Designer when required. Update dates on the shared OneDrive Install Calendar, weekly. Accounting Coordination Ensure proper credit authorization is obtained for new accounts. Create and maintain Account Folders with relevant documentation. Timberscan invoicing review and approval. ap@innovate email management. Access to Sage Accounting to complete job setup from contract/estimate, run deposit invoices to client, invoice posting (growth/dev with time & trust: set up payments). Delivery and Installation Coordination Prepare installation project folders, including drawings receiving tickets, logistics plan, budgeted install hours. Update the furniture procurement log for tracking. Punchlist and Closeout Assistant Review and resolve project completion punch list items. Address defective products or services and take corrective action. Maintain project folders and file documentation for project closure. Customer Service Conduct client surveys and follow up on feedback, share with team. The above job description is general in nature and may not identify all the duties/functions required to complete the day-to-day Furniture Project Coordinator & Accounting Admin tasks. NECESSARY QUALIFICATIONS Minimum Education | College Graduate, interior design or related field Office Admin Experience | 1 year Microsoft Office 365 Experience – Including strong knowledge of Excel and Word | 1 year Ability to manage multiple projects simultaneously. Ability to work under pressure to meet timelines and deadlines. Diplomacy and assertiveness to communicate with vendors skillfully. Competency in learning quoting and purchasing software; currently working in Khameleon. PREFERRED SKILLS Commercial Furniture Knowledge Accounting Experience, preferred JOIN THE FAMILY Innovate is a sister company of Michael Kinder and Sons. MKS is a fourth-generation family-owned Plan l Design l Build construction firm is proud to be a leader in the design-build construction industry. We are committed to serving our clients by providing the highest level of planning, design, and construction services. Our trade of construction and engineering is a legacy in our family tree, and our work family. Because this business is the core of who we are, we are committed to quality. We won’t accept less than the best on every project. Please visit our website to learn more! Innovate Commercial Interiors