Project Coordinator

External Job Description

The Project Coordinator supports commercial and multi-family door, frame, and hardware projects by assisting with quoting, submittals, order processing, documentation, scheduling follow-up, and customer communication. This role helps keep projects organized from initial quote through delivery and closeout by coordinating details between customers, vendors, Outside Sales, purchasing, shop, shipping, and internal project teams.

Key responsibilities

• Project coordination support: Assist with day-to-day project coordination from quoting through closeout by tracking deliverables, deadlines, documentation, approvals, and follow-up items.
• System and communication tools: Use Ponderosa, Microsoft 365, Teams, and Outlook to maintain project information, communicate updates, and reference manufacturer specifications or project details as needed.
• Quotes, orders, and change support: Assist with preparing quotes, schedules, order entry, change orders, and supporting documentation to help ensure accurate and timely project execution.
• Customer and team coordination: Support communication with dealer customers, vendors, job site contacts, Outside Sales, and internal teams. Help coordinate schedules and project updates with the shop, shipping, purchasing, and job site contacts to support smooth project flow. Participation in Weekly Project Team meetings may be required.
• Vendor and procurement follow-up: Assist purchasing, suppliers, and vendors with product information requests, lead time updates, shipping details, material status, and related project follow-up.
• Issue tracking and escalation: Help identify scheduling, delivery, documentation, or customer service concerns and escalate issues to the appropriate team member for timely resolution.
• Documentation and reporting: Maintain organized project files, reports, submittals, order records, status updates, and other documentation needed by internal teams and stakeholders.

Required skills and qualifications

• Experience: 1–3 years of experience in project coordination, customer service, inside sales, administration, order processing, or project support is preferred. Experience in the door, frame, hardware, construction, or multi-family industry is a plus.
• Industry knowledge: Basic familiarity with door systems, hardware, unit entry fire-rated doors, interior pre-hung doors, patio doors, hollow metal, architectural wood doors, and Division 8 specifications is helpful, but not required.
• Communication skills: Strong written and verbal communication skills with the ability to interact professionally with customers, vendors, job site contacts, and internal teams.
• Technical skills: Ability to learn and use project management tools, Ponderosa ERP software, Microsoft 365, Outlook, and Teams. Familiarity with architectural plans, specifications, submittals, or construction documents is a plus.
• Organization and follow-through: Strong attention to detail, time management, and organizational skills with the ability to support multiple projects, tasks, and priorities at the same time.
• Problem-solving approach: Ability to recognize issues, ask appropriate questions, communicate clearly, and help coordinate timely follow-up or resolution.

Education

• High school diploma or equivalent required; an Associate’s degree or coursework in business, construction management, project management, or a related field is preferred.
• Relevant industry, customer service, administrative, order processing, or project support experience may be considered in place of formal education.

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