Job Description

Job Summary:

The   Commercial Flooring Project Coordinator   plays a critical role in managing the logistics and coordination of flooring installation projects from start to finish. This individual provides administrative and operational support to ensure successful project execution, working closely with field service teams, warehouse staff, vendors, and clients. The role requires strong attention to detail, exceptional organizational skills, and the ability to manage multiple projects simultaneously in a fast-paced construction environment. Additionally, this role serves as a developmental pathway for individuals aspiring to become Project Managers by assisting with core project management functions.

Core Value Expectations:

• Integrity  – Reliably do the right thing in all interactions and decisions.
  
• Accountability  – Take full responsibility for actions and outcomes.
  
• Candor  – Communicate openly, honestly, and sincerely.
  
• Teamwork  – Collaborate effectively to achieve common goals.
  

Essential Responsibilities:

Project Coordination:

• Assist in scheduling and planning flooring installation projects.
  
• Coordinate with field teams, warehouse staff, and subcontractors to ensure timely material delivery and project execution.
  
• Prepare and distribute work instructions, ensuring clarity and accuracy.
  
• Monitor project progress, proactively identifying and resolving potential issues.
  
• Maintain detailed records of project timelines, budgets, and material usage.
  
• Conduct job site measurements and inspections, recording site conditions and necessary requirements.
  

Estimating & Pre-Construction Support:

• Perform quantity take-offs for project estimates.
  
• Procure pricing from vendors to support timely and accurate bid completion.
  
• Assist in estimating negotiated and small hard bid projects.
  
• Act as the point person for project and customer pre-qualifications, organizing and submitting necessary paperwork.
  
• Obtain and review project prints, researching and organizing bidder lists as needed.
  

Contract & Compliance Management:

• Execute and submit AIA schedule of values, safety plans, contracts, and other front-end documents.
  
• Obtain bid bonds and performance/payout bonds from bonding companies as required for bids or projects.
  
• Process signed contracts, addendums, and change orders, ensuring proper documentation and filing.
  

Material Control & Expediting:

• Analyze open purchase orders and expedite material procurement.
  
• Verify incoming materials against purchase orders and packing slips.
  
• Use product knowledge to identify and resolve material discrepancies.
  
• Process receiving and picking transactions in the accounting system.
  
• Coordinate material returns with vendors and warehouse managers.
  
• Assist in maintaining appropriate stock levels of essential materials and supplies.
  

Administrative & Logistics Support:

• Arrange travel and lodging for field service teams as needed.
  
• Provide support for payroll, HR documentation, and timesheet tracking.
  
• Maintain and update project documentation, including permits and compliance records.
  
• Ensure all project stakeholders are informed of key deadlines, changes, and requirements.
  
• Order and distribute project samples and submittals, labeling and documenting them accordingly.
  
• Gather required close-out documentation, including O&M manuals and compliance paperwork.
  

Required Competencies:

• Strong verbal and written communication skills.
  
• Excellent organizational and time management abilities.
  
• Detail-oriented with a focus on accuracy.
  
• Ability to multi-task and work under pressure in a fast-paced environment.
  
• Problem-solving and critical-thinking skills.
  
• Customer-focused mindset with the ability to build strong relationships.
  
• Conflict management and prioritization skills.
  
• Proficiency in project management software, accounting systems, and Microsoft Office Suite.
  

Education & Experience:

• College degree preferred.
  
• Construction estimating experience preferred.
  
• Basic accounting knowledge.
  
• Ability to manage multiple projects and tasks simultaneously.
  
• Background check with no issues.
  

Work Environment & Travel:

• Office setting and client site visits (including construction sites).
  
• Minimal to no overnight travel required.
  

Key Performance Indicators (KPIs):

• Provide accurate take-offs to the Project Manager group in a timely manner.
  
• Support all front-end work, submittals, and close-outs.
  
• Manage all project tasks to meet customer deadlines.
  
• Maintain and oversee the weekly bid calendar and activity for the Project Manager group.
  
• Demonstrate growth and development toward a Project Manager role.
  

This position offers an exciting opportunity to be a key player in ensuring the success of commercial flooring projects by maintaining order in a dynamic and complex construction environment. If you are an organized, proactive, and detail-oriented professional, we encourage you to apply!

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