Project Coordinator

Project Coordinator - Sales

Reports to: Account Manager or Account Executive

FLSA Status: Non-Exempt

The Opportunity

We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. In this role, the Project Coordinator will support a sales team, coordinate and track projects from beginning to end and provide effective customer service to team members, customers and factories concerning the details of the project.

Responsibilities

• Track ship dates and shipments to delivery; communicates with customers regarding updates
• Maintain CRM database with bid and project information
• Plan and Specifications
• Collaborate regularly with Parts, Service and Accounting (invoicing coordination); prepare reports regularly
• Generate POs and assist Sales leaders track project status to ensure all is on schedule and nothing is missed, and file freight claims
• Communicate effectively with team members, customers and factories concerning details of project
• Warranty administration:
• Order service parts
• Pursue reimbursements
• Pursue order acknowledgement
• Track shipment from factory
• Manage receipt and distribution of all closeout materials to customers:
• Installation operation and maintenance manuals – IOMs
• Warranty
• Spare parts
• Startup reports
• Assist with distribution and receipt of submittals
• Generate, interpret and print reports and other materials
• Fax, copy, enter data/orders and provide other clerical support to sales team

The Required Profile

• Associate's Degree in business or related field and 3+ years' experience in customer service, project coordination or administrative role; or 5-7 years' equivalent combination of education and experience
• Ability to prioritize, multi-task, deal with ambiguity and manage high volume projects
• Strong PC skills in Microsoft Office 2007 including Word, Excel, PowerPoint, and Outlook
• HVAC, mechanical contracting, engineering or construction industry experience a plus

Other Skills/Abilities

Strategic Skills

Ability to learn new skills and knowledge. Ability to understand concepts and complexity comfortably. Open to change and will try anything to find solutions. Able to handle uncertainty and make decisions without knowing the whole story

Operating Skills

Ability to discern between tasks to determine how best to accomplish goals and organize task/people assignments to get results in a timely way. Ability to figure out processes and simplify them in order to maximize work flow.

Behavior Skills

Ability to manage people and situations when conflicts arise. Ability to seize opportunities with the drive to complete goals.

Personal and Interpersonal Skills

Ability to establish and grow relationships with customers through effective verbal and written communication. Dedicated to the needs of the customers, manufacturers and peers and has the patience to actively listen to all business partners. Able to solve problems and skillfully negotiate with a minimum of noise while managing stress. Demonstrates integrity and trust through appropriate directness and truthfulness. Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings.

Environmental Requirements

Will be required to work in an office environment and frequently in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.