Project Coordinator - Customer Service

ROLE DESCRIPTION & RESPONSIBILITIES

GENERAL DESCRIPTION

The Project Coordinator – Customer Service is responsible for providing day-to-day support for customer accounts by managing orders, coordinating schedules, and ensuring accurate communication across all project stakeholders. This role plays a critical part in maintaining organization, accuracy, and responsiveness throughout the project lifecycle. The position requires strong attention to detail, coordination skills, and the ability to manage multiple priorities. The Project Coordinator supports successful project execution and contributes to overall customer satisfaction.

DUTIES AND RESPONSIBILITIES

Operational / Process Responsibilities

• Prepare quotes and convert them into orders while ensuring accuracy and completeness
• Process order changes and maintain updated project documentation
• Monitor outstanding orders, track ship dates, and manage status reports
• Generate and manage service orders and coordinate scheduling

Reporting Support

• Maintain and update project tracking and status reports
• Provide updates on order status, issues, and timelines
• Track and resolve problem tickets and service issues

Audit and Compliance

• Ensure accuracy of orders, pricing, and documentation
• Identify and resolve discrepancies related to products or services
• Maintain compliance with company processes and standards

Systems / Process Improvements

• Identify opportunities to improve coordination workflows and efficiency
• Support consistent use of systems and tools for tracking and reporting

Customer Service Execution

• Respond to customer inquiries via phone and email
• Communicate updates related to orders, deliveries, and project timelines
• Coordinate storage and delivery activities
• Support team operations including receptionist backup when needed

What Success in This Role Looks Like

Success is demonstrated by accurate order processing, strong communication, and efficient coordination across all project activities. The Project Coordinator – Customer Service ensures projects remain organized, on schedule, and supported throughout execution. This role contributes to customer satisfaction through responsiveness and attention to detail. Long-term success is reflected in reliability, consistency, and reduced errors.

KEY SELECTION & SUCCESS FACTORS

WORK EXPERIENCE

• 3-6 years of experience in a related field
• Office furniture experience preferred
• Remote work may be considered for candidates with at least 6–9 months of experience in the commercial furniture industry.

EDUCATION REQUIREMENTS

• Associate degree or equivalent work experience preferred

PREFERRED QUALIFICATIONS

• Strong customer service and communication skills
• Strong organizational and time management abilities
• Ability to manage multiple priorities
• Knowledge of scheduling and inventory systems preferred

WORK ENVIRONMENT: (overtime, travel, physical demands, conditions)

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Employee occasionally lifts 2-3 reams of paper and customer files, especially during archiving.
• Weight up to 12 pounds; Height floor to 36 inches; Frequency up to 2 times per week
• Employee occasionally carries paper from the copy room to fill printer. Weight up to 12 pounds; Distance up to 300 feet; Frequency up to 2 times per week
• Employee occasionally pushes or pulls an office chair. Force up to 7 pounds; Distance up to 50 feet; up to 1 time per week
• Employee occasionally climbs main stairs or stairs to warehouse at main location to meet with customers in lobby display area, to access parts in warehouse, and interact with other operational departments. Height 1 flight; Frequency up to 3-5 times per day
• Employee occasionally walks on level surfaces to: interact with all operational departments, retrieve needed materials, to access lobby display, and attend meetings. Duration 45 minutes per day; Distance up to 1,500 feet per day
• Employee occasionally stands on level surfaces during interaction with customers and other personal. Duration 30 minutes per day
• Employee continuously sits using the computer, talking on the phone, processing project paper work, and attending. Duration up to 7 hours per day
• Employee constantly reaches out during work at desk. Height forward reach waist to chest; Frequency up to 30 times per hour
• Employee must rarely bend, squat, stoop, or kneel during filing tasks.
• Employee is occasionally exposed to ambient temperatures in the warehouse.
• Work overtime as needed.

WHY YOUR FUTURE IS HERE

COMPETITIVE CORPORATE PERKS

McCoy Rockford offers a collaborative, people-first culture with perks such as Summer Fridays, strong PTO from day one, mental health support, quarterly celebrations, competitive pay, and more! Ask our friendly and employee-focused HR department for more information.

BENEFITS

• Medical, dental, and vision insurance (for full-time employee status only)
• PTO and holidays
• Professional development opportunities
• 401K with Company match of up to 2%