Project Coordinator

17 hours ago

Mandaue City, Central Visayas, Philippines beBeeAdministrative Full time $69,000 - $93,000
Project Coordinator Position

This role involves expertly managing quotations, procurement coordination, material takeoffs, vendor communication, and logistical project support—working closely with designers, account executives, clients, and vendor reps to ensure accuracy, efficiency, and timely delivery across all project phases.

Key Responsibilities
  • Quotation & Procurement
    • Solicit, compare, and manage quotes from top U.S. office furniture brands and their dealers for systems, seating, case goods, and FF&E.
    • Ensure all pricing aligns with client budgets and is accurately documented; assist in preparing cost summaries and proposals.
    • Build strong relationships with vendor reps to ensure timely, accurate product and pricing information.
  • Project Documentation & Admin
    • Maintain organized project files including contracts, POs, specs, invoices, approvals, and change orders.
    • Create and manage project timelines, meeting minutes, and key communications to keep all stakeholders aligned.
    • Ensure 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 any 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 desired.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with advanced Excel skills for data management, and familiarity with project management software (e.g., Asana, Trello, Monday.com).
    • 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 new tools and technologies.

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