Job Overview
We are seeking a dynamic and detail-oriented Project Coordinator to join our team and drive the successful execution of construction projects from inception to completion. In this energetic role, you will serve as a vital link between project teams, clients, and subcontractors, ensuring seamless communication, meticulous planning, and efficient project delivery. Your proactive approach and strong organizational skills will help keep projects on track, within scope, and aligned with quality standards. This position offers an exciting opportunity to contribute to impactful construction initiatives while honing your project management expertise.
Responsibilities
Lead & Deal Coordination
Respond to and triage new leads from the website
Draft and send post-call summary emails (based on the Account Manager's notes)
Reach out to customers to gather missing information needed for RFQs
Prepare RFQ forms accurately
Share RFQs with procurement and follow up to get quotes back within the 2–3 day window
Keep the pending tasks tracker and Salesforce fully up to date for every active deal
Send finalized quotes to customers (pricing set by the Account Manager)
Manage the follow-up cadence with customers until a decision is made
Post-Sale — Order & Documentation
Prepare sales order documentation once a deal closes and share with the team
Send specs, POs, certificates, and compliance documents back and forth
Track production/shipping timelines and relay status updates to the customer
Chase internal teams if there's a delay
Post-Sale — Routine Support
Handle routine customer questions (order status, updated COAs, document requests)
Escalate immediately to the Account Manager anything involving a complaint, delay, or at-risk
1. Quotation Coordination (Sales & Procurement)
- Prepare, format, and issue supplier RFQs, and support Sales with customer-facing quotation drafts based on inputs from the Manager.
- Collect, compile, and compare supplier quotations into standardized Excel sheets (covering price, lead time, MOQ, and payment terms).
- Follow up with suppliers and, when needed, Sales/customers regarding pending quotations, revisions, or missing information.
- Maintain a single, shared quotation tracker covering both sales and procurement quotes with clear status updates (pending, received, approved, rejected, sent to customer).
2. Order & Supply Chain Tracking
- Track the full order lifecycle to ensure timely project delivery and maintain a consistent status for both teams.
- Maintain a live tracker for raw materials, packaging, and production supplies in transit or pending, linking them to outstanding customer commitments.
- Proactively flag delays, shortages, or discrepancies to both Sales and Procurement to keep customer communication and supplier follow-ups synchronized.
3. Process Improvement & Reporting
- Identify bottlenecks or duplicated efforts between Sales and Procurement workflows and propose solutions.
- Design and maintain shared templates (RFQ forms, quotation formats, comparison sheets, tracking dashboards, and status reports) for both teams.
- Prepare weekly and monthly status reports covering open quotations, pending orders, and supply chain status to provide a unified view for both departments.
Requirements & Qualifications
- Bachelor's degree in Business Administration, Supply Chain Management, or a related field (or equivalent experience).
- 1–3 years of experience in sales support, procurement, supply chain coordination, or a similar cross-functional back-office role.
- Strong proficiency in MS Excel/Google Sheets (comparison tables, trackers, formulas, and pivot tables); familiarity with ERP, CRM, or procurement software is a plus.
- Excellent written and verbal communication skills for coordinating with suppliers, customers, and internal teams.
- High organizational skills with strong attention to detail and accuracy across two fast-moving workstreams.
- Ability to multitask and manage multiple quotations and orders simultaneously under tight deadlines.
- Basic understanding of manufacturing/production processes (experience in FMCG, nutraceuticals, or related industries—especially capsules, RTM powders, or electrolyte products—is preferred).
- A proactive, process-improvement mindset with the ability to identify inefficiencies and suggest fixes.
Salary: Will be negotiated with the candidates
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- Vision care
Work Location: In person
