Project Coordinator

Position Overview:

We are seeking a detail-oriented Project Coordinator to support project execution for a growing organization specializing in restaurant design. This individual will serve as a key link between sales, purchasing, vendors, and project operations, ensuring quotes, purchase orders, equipment tracking, and project documentation are accurate and organized throughout the project lifecycle.

The ideal candidate has experience using AutoQuotes and is comfortable coordinating multiple moving parts in a fast-paced, deadline-driven environment.

Key Responsibilities

• Prepare, review, and maintain equipment quotes using AutoQuotes, ensuring pricing, product specifications, and selections are accurate.
• Convert approved quotes into sales orders within NetSuite and coordinate purchase order preparation.
• Coordinate with sales representatives, purchasing teams, vendors, and internal project stakeholders to ensure timely order processing and fulfillment.
• Track equipment orders from vendor confirmation through delivery, monitoring lead times, shipment status, and potential delays.
• Maintain accurate project records, order documentation, and status updates to support seamless project execution.
• Identify discrepancies in pricing, product specifications, quantities, and purchase orders, resolving issues as needed.
• Communicate project updates, delivery timelines, and outstanding items to internal teams.
• Support project handoffs by ensuring documentation, equipment information, and order details are complete and ready for the next phase of execution.
• Assist with administrative coordination and process improvements to keep projects organized and on schedule.

Qualifications:

• Previous experience in project coordination, project administration, sales operations, purchasing, or order management.
• Hands-on experience with AutoQuotes is required
• Experience with NetSuite or a similar ERP system is highly desirable.
• Familiarity with restaurant design, commercial kitchen equipment, foodservice equipment, or hospitality-related projects is a plus.
• Strong organizational skills and attention to detail, with the ability to manage multiple projects and deadlines simultaneously.
• Excellent communication and follow-up skills when working with vendors and cross-functional teams.
• Proficiency with Microsoft Office and general business software.
• Ability to work independently while collaborating effectively across departments.