Project Coordinator

Company Description Hospitality Designs, established in 1993, specializes in the design, development, manufacturing, and sale of durable case goods and upholstered furniture for the hospitality industry. We're a full FF&E provider, supplying hotel furniture, lighting, carpets, and related products worldwide using high-quality materials at competitive prices. Hospitality Designs maintains strong partnerships with purchasing companies, design firms, and major hotel brands, including IHG, Choice, Hilton, Sheraton, Best Western, and Marriott.

Role Description We are seeking a highly organized, proactive, and detail-oriented Project Coordinator to join our growing Project Management team. As a Project Coordinator, you will play an important role in coordinating and managing hospitality procurement and interior design projects from initiation through completion. You will work closely with various internal and external stakeholders to ensure project requirements, timelines, and deliverables are effectively managed.

This role requires someone who can take ownership of projects and responsibilities, manage multiple priorities, communicate effectively, and proactively identify and resolve challenges. We welcome candidates with varying levels of experience, from individuals looking to develop their careers in project management to experienced coordinators seeking opportunities for growth and greater responsibility.

Key Responsibilities

Project Coordination & Management

• Coordinate assigned projects through various stages, from project initiation to final delivery and closeout.
• Develop, maintain, and monitor project schedules, milestones, and deliverables.
• Coordinate with internal departments and external stakeholders to ensure project requirements and deadlines are met.
• Monitor project progress, identify potential risks or delays, and proactively follow up on outstanding action items.
• Maintain accurate project records, documentation, and status updates.
• Manage multiple projects and competing priorities while ensuring accuracy, organization, and timely follow-through.

Procurement & Vendor Coordination

• Collaborate with the Purchasing team, Interior Designers, suppliers, and manufacturers to monitor purchase orders, production schedules, and order status.
• Track product availability, lead times, order confirmations, and estimated completion dates.
• Coordinate product specifications, samples, approvals, and other procurement-related requirements.
• Follow up with vendors and internal teams to ensure timely completion of outstanding tasks.
• Identify procurement-related challenges and work with relevant stakeholders to develop solutions.

Stakeholder Communication & Coordination

• Serve as a point of contact for assigned projects and maintain professional communication with clients, vendors, and project stakeholders.
• Coordinate with internal teams, including Sales, Design, Purchasing, Logistics, and Accounting, to ensure alignment on project requirements and deliverables.
• Provide regular project updates and communicate important milestones, changes, and potential delays.
• Follow up on outstanding client approvals, information requests, and project-related decisions.
• Facilitate effective communication between stakeholders to ensure projects progress smoothly.
• Build and maintain positive working relationships with clients, vendors, and internal teams.

Logistics & Delivery Coordination

• Work closely with the internal Purchasing, Logistics team and external partners to coordinate shipping, warehousing, and delivery arrangements.
• Monitor shipment schedules, transportation milestones, and estimated delivery dates.
• Coordinate delivery requirements and communicate updates to clients and relevant stakeholders.
• Review shipping documentation, packing lists, and proof of delivery as required.
• Assist in resolving shipment discrepancies, shortages, damages, and replacement orders.

Financial & Administrative Coordination

• Coordinate with Accounting and Purchasing team to monitor project deposits, outstanding balances, and payment requirements.
• Assist with tracking project changes, additional charges, and related documentation.
• Ensure required approvals and payment confirmations are obtained before applicable orders or shipments are released.
• Coordinate and track project change orders, including documenting scope changes, obtaining necessary approvals, communicating updates to relevant stakeholders, and ensuring changes are accurately reflected in project records, costs, and timelines.
• Prepare and maintain project reports, schedules, meeting notes, and supporting documentation.
• Maintain accurate and up-to-date project information in company systems.

Qualifications & Experience

Required Qualifications

• Strong organizational and time management skills, with the ability to manage multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to work independently, take initiative, and follow through on responsibilities.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.
• Strong interpersonal skills and the ability to collaborate effectively with diverse stakeholders.
• A proactive, positive, and professional attitude with a willingness to learn.

Preferred Qualifications

• Experience in project coordination, project administration, procurement, supply chain, interior design, construction, or a related field.
• Diploma or degree in Project Management, Business Administration, Supply Chain Management, Interior Design, or a related discipline.
• Experience in the hospitality, FF&E procurement, interior design, or construction industries.
• Familiarity with purchase orders, vendor coordination, procurement processes, and logistics.
• Experience using CRM or project management platforms.
• Familiarity with product specifications, technical drawings, and project documentation is an asset.
• PMP certification or other relevant project management certifications are considered an asset.