Project Manager

Job Title : Project CoordinatorLocation:Eastern Time Zone (Remote/Hybrid)Department:OperationsReports to:Relationship ManagerEmployment 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 project's 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 client's file and email them to the client's 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