Workplace Project Coordinator

Job description

As the Workplace Project Coordinator, your primary duty will be to aid the Manager, Client Services with project planning, coordination, scheduling, and execution of assigned projects related to commercial furniture and workplace services. Key Responsibilities: Together with account management personnel or independently with existing clients as directed, gather information to evaluate client needs and work with team to determine scope of services required by client. Work closely with Connect team, as well as with customers, to prepare accurate plans and specifications conforming with the client’s requirements. Coordinate pre-determined project resource requirements including labour, equipment, and information communications based on manager’s direction for timely completion of projects while contributing to an excellent experience for the client. Maintain clear understanding of the intricacies involved in contract furniture installations. Work with Manager, Client Services and Project Field Manager to review the implementation of labour resources and equipment requirements for successful delivery of services and timely project completion. Divide project coordination requirements into doable actions and set timeframes with Manager, Client Services Travel to site when directed by Manager, Client Services to assist with project requirements such as the review of site conditions, product tagging, deficiency review, photo collection and taking meeting notes. Participate in project site walkthrough for large deficiency list evaluations and assists with processing deficiencies with manufacturers and internal team. Support the workplace furniture and services team for all schedule, quality milestones, and scope related to planning, implementation, and monitoring project activities. Act as a project point of contact both internally and externally to communicate project status, service appointments, deficiency status, product shipment dates, and any other milestones requested by management. Communicate daily with installers and installation team on appointment completion including successful completion reports, obstacles incurred (if any), noting any client satisfaction/dissatisfaction to management team and documenting deficiencies for contribution to excellent customer service. Relay and update the Manager, Client Services on installation team daily communication updates including all received project updates, weekly workload, and client communication in order to contribute to project success. Maintain the pre-established workplace services department productivity and quality standards with a focus on daily scheduling and work order preparation for both internal and external labour and equipment. Coordinate with the workplace services team and administrative staff to ensure orders are received, labelled, and stored as required. Assist with scheduling the maintenance of service vehicles and delivery trucks as per management’s direction. Assists with identifying if existing department processes are no longer effective and suggest improvements to improve safety and efficiency Complete a post-installation follow up with client at the time of project completion and again at 3-month post completion to ensure overall satisfaction with product and/or services and inquire if additional services are required. Follow-up list to be reviewed weekly with Manager, Client Services and for direction on follow up strategy and results. Communicate any new client requirements with manager and account leads. Complete a follow up communication on completed projects for small workplace services and furniture products (under $5,000) to contribute to overall client satisfaction on project progress. Proposal follow-ups would be required as directed by management on projects over $5,000. Maintain workplace services calendar by adding, updating and removing appointments of completed work orders based on project requirements, site conditions, appointment details and other necessary communications. Keep workplace services calendar up to date with new project timelines in approval emails and updates based on actual appointment outcomes. Assist with maintaining salesforce records by inputting the following but not limited to client and project contacts: new opportunities, deficiency updates, product receiving, and manufacturer order details. Adhere to Connect purchasing policy and safety guidelines by receiving management pre-approval on requesting labour resources, product orders and service requests. Assists with identifying opportunities to improve paperwork and reports Maintain regular contact with the Third Party installation firms assigned to Connect projects in order to ensure smooth implementation Maintain project files/job folders according to department standards. Organize and file project documents to ensure they are current Maintain accurate timesheet and activity log records and attend all department and company internal meetings. Effectively communicates with internal departments to develop and maintain the highest quality of service to clients Contributes to positive work culture Performance Measurements: A minimum of 1 years’ experience in a project coordination role requiring time-sensitive planning and management of multiple moving parts Experience working on multiple projects, and successfully managing priorities, conflicting deadlines and various demands Works independently and contributes successfully as part of a team Excellent interpersonal and communication skills, both written and verbal in the English language, to allow for effective communication with internal and external stakeholders Efficient and organized documentation of project documents Professional and approachable manner, with an ability to create and maintain an exceptional client experience. A positive attitude, confident, focused and responsible contributing to a positive company culture Demonstrated ability to manage time efficiently, prioritize multiple tasks and meet deadlines and assist with maintaining Salesforce records Outstanding problem-solving skills Knowledge of various office furniture manufacturers an asset Software Knowledge: Proficient in MS Office Applications (Word, Excel, Outlook) Microsoft Project or Microsoft Planners a definite asset Salesforce a definite asset Educational/Licensing/Certification/ Requirements: Post Secondary Education preferred 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