Project Manager

Job Title : Project Coordinator
Location: Eastern Time Zone (Remote/Hybrid)
Department: Operations
Reports to: Relationship Manager
Employment Type: Full-Time

Overview

A highly organized proactive and detail-oriented Project Coordinator is needed to manage the day-to-day logistics of client projects from planning through completion. This is a client-facing role essential in keeping projects on track by coordinating vendors managing supply orders communicating with building management and supporting client needs. The ideal candidate is an excellent communicator a problem-solver and thrives in a fast-paced environment where no two days are the same.

Key Responsibilities

Project Preparation

• Review upcoming projects and ensure all vendor and supply needs are identified
• Request building management requirements and COI samples for each new project
• Submit certificate of insurance (COI) requests to vendors or internal insurance reps
• Submit COIs to building management and track approvals
• Reserve elevators for project dates through building management superintendents or front desks

Vendor Coordination

• Source qualified local vendors in new markets based on established standards
• Request quotes and confirm services with a wide range of vendors
• Maintain communication with all vendors throughout the duration of each project
• Track vendor schedules and ensure service timelines align with the project plan

Supply Management

• Order all necessary packing supplies protective gear and specialty items
• Coordinate store pick-ups or shipments directly to client locations
• Monitor supply levels and adjust ordering based on project needs
• Track and report all supply purchases on each projects expense tracking sheet

Documentation & Internal Communication

• Maintain accurate and up-to-date project records in Zoho CRM and/or Zoho Projects
• Upload COIs and building documentation to project files
• Communicate all project updates vendor confirmations and building requirements to the internal team
• Log all relevant communication and status updates

Donation Receipts & Client Communication

• Follow up with vendors to obtain donation receipts after drop-offs
• Upload donation receipts to the clients file and email them to the clients primary contact
• Keep track of any delays or missing documentation and follow up regularly

Daily & Weekly Tasks

• Review all active projects to ensure vendors are confirmed and supplies are in place
• Follow up on outstanding COIs quotes and donation receipts
• Order supplies or schedule pick-ups multiple times per day
• Update Zoho CRM and notify internal team members of progress or issues
• Attend team meetings and provide updates on project status

What Success Looks Like

• Internal teams and vendors are supported throughout the duration of each client project
• All vendors are confirmed and scheduled before each project begins
• COIs and building requirements are completed and filed without delay
• Supplies are delivered or picked up in time for every project
• Donation receipts and thank-you gifts are delivered promptly

Requirements

• 3 years of experience in project coordination office management or operations
• Strong organizational and communication skills (both phone and email)
• Comfort with fast-paced multitasking and deadline management
• Familiarity with Microsoft Office CRM platforms (Zoho preferred) and Google Workspace
• Comfort working with vendors building managers and client-facing representatives

Preferred but Not Required

• Experience in senior move management relocation or home services
• Previous work in a multi-state logistics or service coordination role

Required Experience:

IC