Project Coordinator - Commercial Millwork
Basic Function/Job Overview:
The Project Coordinator (PC) supports project execution by owning project workflow coordination, system accuracy, documentation control, task visibility, and follow-up. The PC helps ensure project information is accurate, tasks and commitments are visible, workflow issues are identified, and communication flows effectively between Project Management, Engineering, Production, Procurement, Field Operations, Accounting, and other internal teams.
The PC owns process discipline and workflow visibility, not project decisions. By maintaining project visibility and operational follow-through, the Project Coordinator enables Project Managers to focus on customer relationships, project decisions, risk management, financial performance, schedule commitments, and overall project success.
Responsibilities:
Project Systems & Workflow Management
- Monitor project workflows and proactively identify and escalate issues.
- Maintain accuracy and completeness of project information within Innergy and related systems.
- Ensure project schedules, statuses, milestones, and documentation remain current.
- Provide visibility into project progress, risks, and outstanding action items.
Project Coordination
- Coordinate information flow between Project Management, Engineering, Production, Procurement, and Field Operations.
- Track open tasks, commitments, approvals, and follow-up activities.
- Escalate through the appropriate PM leadership path when needed for any missing information, delays, overdue decisions, or workflow bottlenecks that may impact project success.
- Support cross-functional execution through effective communication and coordination.
Job Setup & Administrative Execution
- Review project information for completeness, consistency, and missing items; flag scope questions or discrepancies to the PM.
- Enter and maintain job setup information, contact information, project statuses, and milestone dates within company systems.
- Complete job information sheets and register projects for AWI.
- Assist with preparation and tracking of RFIs; confirm required information and attachments are included and route technical or scope questions to the appropriate owner.
- Coordinate and manage the sample submission process.
Submittal, Work Package & Release Support
- Assist with preparation and organization of shop drawing submittal documents, product data, samples, and related project documentation.
- Assist with preparation of production release packages and related work-order documentation using approved drawings, PM direction, and company standards.
- Assist with preparation of installation package documents, shipping requests, install requests, and other handoff documentation needed to support delivery and installation.
- Support BOM, material takeoff, work order, and shipping list preparation where assigned.
- Review package inputs for completeness and organization; flag gaps, inconsistencies, missing information, or unresolved decisions to the PM or appropriate technical owner.
- Help ensure release-related documentation is ready for the next phase of work, including production, purchasing, delivery, and installation.
Project Team Support
- Attend relevant project, schedule, production, or engineering meetings as assigned to provide status visibility, capture action items, and follow up on open items.
- Provide project status updates and follow-up on assigned action items.
- Support Project Managers by maintaining operational discipline and project visibility.
Required Knowledge and Skills:
- Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and commitment to accuracy.
- Ability to work effectively in a fast-paced environment with frequent interruptions and changing priorities.
- Strong interpersonal, written, and verbal communication skills.
- Ability to interact professionally and effectively with customers, vendors, and internal team members.
- Demonstrated ability to coordinate activities across multiple departments and stakeholders.
- Proficiency with Microsoft Office Suite and ability to learn ERP and project management systems.
- Ability to identify, communicate, and follow up on outstanding issues to ensure workflow progression.
- Commitment to maintaining accurate project documentation, schedules, and system data.
Preferred Knowledge & Skills
- Knowledge of Anton Cabinetry products, manufacturing processes, and operations.
- Understanding of construction documents, shop drawings, and engineering terminology.
- Ability to read and interpret construction drawings and specifications.
Preferred Experience
- 2+ years in a coordination, project support, administrative, operations, or customer service role
- Experience working in a deadline-driven environment
- Experience coordinating across multiple departments
- Experience maintaining project documentation and schedules
- Experience with ERP, project management, or workflow management systems
- Experience in custom millwork, cabinetry, manufacturing, or commercial construction environments.
Educational:
- High school diploma or equivalent required.
- Associate's degree in Business, Construction Management, Engineering Technology, or related field preferred.