Commercial Project Coordinator

Job Summary

We are seeking a detail-oriented and organized Senior Project Coordinator to support our team in managing quotations, procurement coordination, material takeoffs, vendor communication, and logistical project support.

• Quotation & Procurement:
  • Manage quotes from top U.S. office furniture brands by soliciting, comparing, and documenting pricing information.
  • Ensure all pricing aligns with project requirements and is accurately recorded; assist in preparing cost summaries and client proposals.
  • Develop strong relationships with vendor representatives to ensure timely, accurate product and pricing information.
• Project Documentation & Admin:
  • Maintain organized project files including contracts, purchase orders, specifications, invoices, approvals, and change orders.
  • Create and manage project timelines, meeting minutes, and key communications to keep stakeholders informed.
  • Facilitate smooth information flow across internal teams, clients, and external vendors.
• Material Takeoffs & Procurement Support:
  • Support designers with accurate takeoffs from drawings, particularly for furniture systems, flooring, and finishes.
  • Verify specifications and quantities to minimize waste and procurement errors.
• Vendor, Client & Internal Coordination:
  • Act as a liaison for product availability, lead times, and deliveries—especially for time-sensitive office furniture items.
  • Coordinate across clients, account managers, and internal teams to align expectations, resolve issues, and keep projects on track.
• Logistics & Project Execution:
  • Support scheduling and coordination of installations, deliveries, and site visits.
  • Identify potential delays early and communicate with stakeholders to ensure smooth execution.
  • Assist with budget tracking and reporting throughout the project lifecycle.
• Qualifications:
  • Bachelor's degree in Interior Design, Architecture, or related field.
  • At least 5+ years of experience in a project support, administrative, or coordination role, preferably within a commercial interior design firm or office furniture dealership.
  • Strong familiarity with notable US commercial office furniture manufacturers and their product lines is highly desirable.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced Excel skills for data management, and familiarity with project management software.
  • Strong mathematical skills, particularly for accurate measurements, quantities, and basic budgeting.
  • Exceptional organizational skills and meticulous attention to detail, especially in document management.
  • Excellent verbal and written communication skills, with the ability to interact professionally and effectively with diverse stakeholders.
  • Proactive and resourceful with a strong problem-solving aptitude and the ability to anticipate needs.
  • Ability to manage multiple tasks concurrently, prioritize effectively, and meet deadlines in a dynamic, fast-paced environment.
  • Familiarity with CAD software and being open to learning CET so as to liaise more effectively with Designers.

What Makes This Role Exciting:

• 100% Remote Flexibility & Work/Life Balance.
• Direct Impact & Global Exposure in Commercial Design: Be at the core of bringing cutting-edge commercial office designs to life, gaining invaluable exposure to global standards and leading manufacturers as your meticulous work directly shapes real-world spaces.
• Collaborative Growth Environment: Join a highly supportive and dynamic remote team where your contributions are deeply valued, fostering continuous learning and significant professional development within the interior design industry.