National Accounts Coordinator

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• Job Purpose: The National Accounts Coordinator serves as a proactive extension of the National Accounts Manager, providing comprehensive project coordination, operational support, and independent management of assigned projects. This position is responsible for initiating, organizing, coordinating, monitoring, and advancing projects through all phases of execution, from initial customer requests and project setup through permitting, production, installation, billing, and closeout. They anticipate needs, identify the next logical step and act within approved authority without waiting for routine instructions. Own follow-through, maintain reliable information and bring decision-ready recommendations to the manager so projects advance and customer commitments are met.

Key Responsibilities

• Respond promptly and professionally to customer, subcontractor, and staff inquiries through clear verbal and written communication.
• Generate, process and track quotes through completion using approved pricing and terms. Confirm descriptions, quantities and pricing against the contract and manager’s instructions; flag discrepancies before release.
• Coordinate design requests and customer drawing approvals. Distribute current approved drawings to production and vendors and maintain revision control to prevent use of superseded documents.
• Demonstrate the ability to anticipate the needs of the National Accounts Manager, customers, and ongoing projects by identifying upcoming requirements, initiating necessary actions, and proactively resolving potential issues before they impact project schedules or deliverables
• Create and maintain organized job folders containing complete, accurate, and current project documentation.
• Process customer requests via data entry, documentation and creation of files and folders
• Assist the National Accounts Manager in preparing, documenting, and processing proposed project changes.
• Keep project information in the ERP system current.
• Independently manage routine follow-ups, meeting scheduling, status updates, document requests, and task coordination within established authority.
• Meet daily with the National Accounts Managers to review priorities, project progress, outstanding issues, and decisions needed.
• Correspond with landlords on behalf of customers to obtain information, coordinate requirements, and follow up on approvals.
• Assist the National Account Manager with time management, scheduling of meetings, manage customer portals for invoicing and planning, and task assignments.
• Ensure that the data in our CRM and Sales Forecasting software are consistent and accurate
• Protect confidential customer, service, financial, and company information through sound judgment and discretion
• Coordinate customer approval of drawings, maintain revision control, and ensure production teams and vendors receive the current approved versions.
• Vendor management: obtain estimates, update compliance documents and proactively coordinate and with vendors and subcontractors.
• Have financial awareness of projects by monitoring client quotes, purchase orders, change orders, and invoicing milestones.
• Maintain accurate Design Lists, Design Boards, Job Status spreadsheets, and other project tracking tools.
• Resolve routine administrative issues within established authority.
• Review project due dates, schedules, and milestones regularly.
• Maintain electronic records and required hard copy files daily, following established filing and document retention procedures.
• Prioritize projects and tasks in a fast-paced team-oriented environment
• Perform other related duties and functions as necessary that are assigned by management

Skill Qualifications

• Knowledge of standard office administrative practices, procedures, and equipment.
• Excellent verbal and written communication skills, including correct English usage, spelling, grammar, and punctuation.
• Customer service orientation, persistence, integrity, discretion, flexibility and cultural awareness. Positive, respectful and trustworthy conduct with customers, coworkers and business partners.
• Proficiency in Microsoft Excel, Outlook, PowerPoint and Word; ability to learn CRM, forecasting and customer portal systems and ERP system.
• Strong organization, planning, time management, analytical ability and attention to detail.
• Ability to manage concurrent projects, changing priorities and tight deadlines in a busy team environment.
• Ability to anticipate needs, identify next steps, and initiate appropriate action with minimal supervision.
• Strong analytical and communication skills required
• Great attention to detail and problem solving skills
• Ability to work independently while collaborating effectively with managers, coworkers, customers, vendors, and subcontractors.

Education/Training/Experience

• Some college and adequate work experience

Benefits

• Medical, dental, vision and life
• Vacation, sick time, and a floating holiday
• Paid holidays
• 401(k) matching after qualifying period
• Anniversary and referral bonuses
• Employee discounts

Note – Note - Other duties, responsibilities and activities may change or be assigned at any time with or without notice. The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

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