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Project Coordinator

Responsibilities:

This position is accountable for the accuracy and management of the flow of projects and orders. The PC is responsible for clean accurate sales orders, timely processing of orders, ensuring compliance with policies for order acceptance and purchase order placement. The PC is responsible to keep accurate files for all orders, which include all documentation from the client, vendors and other team members.

Major Functions:

• Ensure all policies and procedures relating to order placement are followed
• Create Quotations either from design .sif file
• Flip quotes to orders upon receipt of proper documentation/authorization
• Generate purchase orders to vendors using accurate quotes or data from design .sif files
• Timely upload of vendor acknowledgements into operating system
• Timely update project status reports with acknowledgment information from vendor
• Timely information to project team of any discrepancies on acknowledgment
• Verify receipt of product
• Notify team of product receipt
• Schedule product delivery when required
• Save all order documentation to project/order folders
• Close projects on a timely basis

Specific responsibilities:

• Verify customer is in Core, obtain customer info and request adding to Core
• Confirm basic scope of work
• Confirm customer name, ship to and bill to addresses are correct
• Verify salesperson
• Verify correct ship to destination, and tax code
• Enter clean, accurate orders
• Review orders for accuracy after entry
• Verify all pricing as entering orders, matching the CAP Spec provided by the Designer, or the Quote Write Up provided by the Sales Consultant or Project Manager.
• Verify discounting, and contract numbers and discounts provided by Vendors.
• Prior to placing an order, confirm all paperwork has been completed and documented – customer sign off on order, drawing and schedule.
• Make sure customer PO matches the order total.
• Verify customer deposit has been received by accounting.
• Ensure salesperson has verified and approved the quotation pricing and discounting.
• Confirm all finishes and pricing matches the Designer’s CAP Spec.
• Process purchase orders – verify accuracy of PO’s for dollar amount, ship address, and finishes.
• Include concise, clear instructions to vendors on purchase orders
• Send all Knoll PO’s electronically to Knoll Exchange, Fax all others. Follow up on manufacture receipt within 24 hours.
• Process and review all Vendor acknowledgements within 24 hours of receipt. Enter acknowledgement information into
• Core business system. Verify accuracy of the acknowledgement – pricing, model numbers, description and finishes.
• Notify project team immediately of pricing/delivery discrepancies
• Interface with the client to schedule small deliveries with the warehouse.
• Update project status reports upon receipt of vendor acknowledgments
• Familiarity of our vendor’s websites – Knoll Exchange, KOF Partner, and National On Line.
• Notify project team upon receipt of product
• Ensure all costs to the project are captured
• Notify project team immediately of any cost additions
• Prepare project summaries within 1 week of project completion, provide to Sales Staff for approval.
• Close projects in Core within 24 hours of Sales Staff approval.

Qualifications:

• High School Diploma or equivalent
• Three to Five years of internal and external customer service experience and experience in purchasing and order management is required. Ability to multi – task and high level of empathy for the customer is required.
• Experience in purchasing software/order management processing software, proficient in Excel, Word and other MS Office programs. Proficiency of Adobe Acrobat is also required.
• Proficient in Internet use is required, ie: accessing web sites, managing the internal Project Center website, downloading programs and documents, uploading programs and documents.

For immediate consideration, please forward a copy of your current resume to info@profrecruiters.com referencing job #1716 or a link to this job.

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