Reports to: VP, Quotes + Projects
Role Purpose
The Project Coordinator is responsible for the effective coordination and administration of assigned distributor projects from order handoff through shipment. The role ensures project information is accurate, complete, and communicated effectively, while coordinating between customers, vendors and internal teams to keep projects moving and delivery requirements on track.
What You Own
Project Coordination & Accuracy
Take ownership of assigned projects following handoff from Quotations, ensuring project details, documentation and order requirements are understood, accurate and complete. Identify missing or conflicting information early and work with the appropriate internal or external partners to resolve it.
This includes reviewing project particulars, confirming order details with Quotations and maintaining complete project files.
Submittals & Project Documentation
Coordinate accurate and complete submittal packages for specifier approval, manage returned drawings and revisions, and ensure project records remain current throughout the life of the project.
This includes preparing submittal packages based on the complete Bill of Material and communicating approved
changes or modifications to vendors.
Order Management
Manage the order process from distributor purchase order through vendor order placement and confirmation. Ensure orders are entered accurately and promptly; missing information is identified and resolved, and changes or add/delete pricing are coordinated appropriately.
This includes processing distributor purchase orders, generating corresponding vendor purchase orders, identifying and requesting any missing information required for order entry, issuing order confirmations, and providing add/delete pricing for change orders.
Project Communication & Follow-through
Act as a key point of coordination between distributors, vendors, and internal teams. Maintain proactive communication around project status, lead times, shipping schedules, changes and potential issues so stakeholders know what is happening and what is required of them.
This includes coordinating detailed information and requested lead times between vendors and customers and communicating scheduled shipment information.
Schedule & Delivery Coordination
Monitor released and on-hold orders, follow up consistently, and work with vendors and customers to support required delivery schedules. Identify potential delays or risks early and escalate where necessary rather than waiting for issues to become urgent.
This includes monthly follow-up on on-hold orders, follow-up on released orders, expediting with vendors as required, and updating project information in Oasis to ensure current and accurate project status and delivery information is maintained.
Client Service
Provide responsive, professional, and solution-oriented support throughout the project. Help create a client experience that builds confidence in TPL and makes projects easier for our customers to manage.
This includes responding to client inquiries, proactively communicating project updates, following through on requests and commitments, and helping resolve issues as they arise.
What Success Looks Like
- Projects are accurate, organized, and kept moving.
- Orders and documentation are processed accurately and on time.
- Customers and vendors receive clear, proactive communication.
- Potential issues are identified and addressed early.
- Commitments, follow-ups and delivery requirements do not fall through the cracks.
- Internal teams have confidence in the accuracy and status of assigned projects.
Key Service Standards
- Purchase orders entered within 1-2 business days of receiving complete and accurate information required for order entry.
- Order confirmations issued within 48 hours of receiving all information required for order entry.
- On-hold projects reviewed and followed up monthly.
- Release orders actively monitored, with shipping information communicated to customers as it becomes available.
How You Work
You are organized, detail-oriented, and accountable for your work. You communicate clearly, follow through on commitments, and take initiative to resolve issues. You understand that strong project coordination requires both accuracy and urgency, and you work collaboratively with colleagues, customers, and vendor partners to keep projects moving.
An Evolving Role
TPL operates in a dynamic environment, and our roles evolve as the needs of our clients, projects, and business change. As experience, capability and business needs evolve, there may be opportunities to take on greater project complexity, increased ownership, mentoring or leadership responsibilities. From time to time, the responsibilities, priorities, and scope of this role may be adjusted to respond to business needs, support the team, and provide opportunities for development and growth.