Required Skills & Experience
- 3+ years of Project Coordinator experience, preferably within retail, construction, facilities, or a similar project-based environment.
- Strong experience coordinating schedules, meetings, vendors, and multiple concurrent projects/workstreams.
- Excellent communication skills, with the confidence to lead calls and proactively communicate with internal teams, store teams, and external vendors.
- Highly organized and proactive, with the ability to plan ahead, maintain schedules, track deliverables, and consistently follow through.
- Plug-and-play mentality: able to quickly learn established processes, work independently, and step in to support teammates when needed.
Nice to Have Skills & Experience
- Retail or construction background
- PMP or project coordination certification
Job Description
A retail employer headquartered in Dublin, CA is seeking a remote Project Coordinator to join their team. The Project Coordinator will support a large-scale interior signage refresh program across retail locations in the Midwest and East Coast. This individual will coordinate pre-installation and post-installation calls, manage communication between store teams and external vendors, track project status, document issues and escalations, and ensure leadership reporting is completed accurately and on time.
Key Responsibilities
- Coordinate signage refresh activities across approximately 3 retail stores per week, with each store following a roughly 6-night project cadence.
- Schedule and lead pre-installation and project status calls with store teams, external vendors, and other required stakeholders.
- Confirm appropriate attendees are included on calls and ensure strong communication occurs before installation work begins.
- Lead post-installation calls using a standardized checklist of approximately 15–35 survey questions to validate project completion and identify issues.
- Document project updates, outstanding issues, and escalations and ensure they are routed to the appropriate project leads.
- Prepare and distribute concise email recaps following project calls.
- Maintain accurate project metrics and reporting within Smartsheet for leadership visibility.
- Prioritize completion of Smartsheet reporting before 11:00 a.m. Pacific for leadership reporting at noon.
- Complete and distribute project recaps before 12:00 p.m. Pacific.
- Leverage Microsoft Copilot to streamline meeting documentation, recaps, and administrative tasks.
- Coordinate calls across multiple stores and time zones, primarily supporting locations in the Midwest and East Coast.
- Work closely with project leadership in a structure of approximately 3 Project Coordinators per Lead