Project Coordinator

3 months ago

Vancouver, Canada Heritage Office Furnishings Full time

Heritage Office Furnishings is one of the leading suppliers of office furnishings and related services focusing on corporate environments. Established in 1979, The Heritage Group has grown to become the largest full-service dealership in British Columbia, providing challenging and rewarding careers to over 250 employees in the areas of Sales, Administration, Warehousing, Distribution, and Installation. Our continued growth and success result from a constant focus on customer satisfaction, by listening to our customers and providing continuous, outstanding services.

We are currently seeking a project coordinator to join the team on a **12-months contract **with opportunity for permanent placement. As a project coordinator, you will be responsible for overseeing and coordinating projects related to the procurement, installation, and delivery of commercial furniture solutions.

**Essential Functions and Responsibilities**:
Project Planning
- Develop comprehensive project plans, outlining project scope, objectives, timelines, and resource requirements
- Collaborate with stakeholders to define project deliverables and set clear expectations
- Accountable for audit completion, to ensure the accuracy of furniture specifications on quotes/orders against provided floor plans
- Complete pre-order preparation and on-site evaluations as required
- Physical verification of site readiness for construction site projects

Client Interaction
- Serve as the primary point of contact for clients throughout the project lifecycle
- Conduct needs assessment and gather client requirements to tailor solutions to their specifications
- Accountable for ongoing customer communication including scope changes
- Participate in project kick-off, pre-install, and post-install meetings with operations, sales, and customers and final on-site customer walk-through

Budgeting and Cost Management
- Create and manage project budgets, ensuring cost-effective procurement and resource allocation
- Track project expenditures and communicate budget status to stakeholders as per the communication plan
- Responsible for executing Heritage's Terms & Conditions including tracking and processing all change orders.
- Track and manage all active assigned projects, including following up to ensure that all products are Received, Delivered, Invoiced, and Cost Verified utilizing Internal Status reporting and/or My Dashboard.

Vendor Management
- Maintain strong relationships with vendors to facilitate efficient project delivery as planned

Coordination and Logistics
- Oversee the logistics of furniture delivery, installation, and any related services.
- Coordinate with internal teams (Operations), subcontractors (if any), and vendors to ensure timely and accurate delivery.
- Schedule with the tenant and or building managers the use of service elevators, loading docks, security, parking facilities, etc., and coordinate building access as required.
- Coordinate and monitor services and trades. Obtain all required street parking permits, meter bookings, and clearances

Quality Control
- Create an accurate Installation Package including complete and accurate installation drawings
- Implement and oversee quality control measures to ensure that furniture meets industry standards and client expectations
- Conduct regular site inspections to monitor the progress of installations working alongside field staff
- Troubleshoot any problem including damages, shortages, discrepancies, and changes, and follow up with affected parties
- Ultimately responsible for the provision of accurate and complete project information throughout the order cycle

Risk Management
- Identify and proactively manage project risks, implementing mitigation strategies as needed
- Troubleshoot and resolve issues that may arise during the project lifecycle
- Continuously improve project management skills and knowledge relative to products and services available within the industry

Team Leadership
- Lead cross-functional project teams, providing clear direction, motivation, and support.
- Foster a collaborative team environment that encourages open communication and innovation

Reporting Documentation
- Prepare regular project status reports for internal and external stakeholders
- Maintain accurate project documentation, including contracts, change orders, and client communications

**Qualifications**:

- Bachelor's degree in Project Management, Business Administration, or a related field
- Working knowledge of reading floor plans, Gantt Charts, and the order fulfillment process
- 2+ years of project management or related experience
- Solid analytical, and problem-solving skills
- Excellent communication, attention-to-detail, and organizational skills.

**What is in it for you?**
- Company-funded events (virtual and in-person)
- Opportunity for growth within the company
- Extended health benefits for you and your family, including dental
- Environmental initiatives including recycling and compost

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