Sr. Project Coordinator - San Jose - Bay Area, CA

Full-time · Description · The Senior Project Coordinator provides advanced operational and administrative support to Account Managers, Designers, and Project Managers, serving as a subject matter expert for order processing, pricing accuracy, vendor coordination, and project exec ...

Job description

Full-time

Description

The Senior Project Coordinator provides advanced operational and administrative support to Account Managers, Designers, and Project Managers, serving as a subject matter expert for order processing, pricing accuracy, vendor coordination, and project execution. This role applies independent judgment to evaluate proposals, orders, and vendor documentation; determine appropriate operational actions; and resolve discrepancies that could impact project scope, schedule, cost, or compliance. The primary duty of this role is ensuring accurate and timely order execution and analyzing vendor documentation to mitigate risk, protect project schedules, and support compliant project delivery. In addition, the Senior Project Coordinator mentors other Project Coordinators, interprets established policies and procedures, and supports consistent, accurate execution across multiple concurrent projects.

Requirements

SUPERVISORY RESPONSIBILITIES

None

DUTIES / RESPONSIBILITIES

Senior Project Coordination & Operational Judgment

• Serve as a senior operational resource for the Project Coordination function, applying knowledge of company policies, vendor programs, and project workflows to support effective execution.
  
• Independently evaluate project documentation, priorities, and requirements to determine appropriate next steps and resolve issues that may affect pricing, delivery, installation, or compliance.
  
• Provide guidance and recommendations to Account Managers, Designers, and Project Managers regarding order structure, sequencing, and operational considerations.
  

Pricing, Proposals & Order Management

• Prepare and review proposals and quotations based on design intent and account direction, applying judgment to confirm pricing accuracy, scope alignment, and compliance with internal guidelines.
  
• Create ad-hoc and revised quotations using prior proposals, vendor data, and approved pricing frameworks.
  
• Convert approved proposals into orders upon receipt of proper authorization and documentation, ensuring accuracy and completeness.
  
• Submit orders in an accurate and timely manner to ensure project schedules are met and to reduce operational risk associated with missed deadlines or incomplete documentation.
  

Procurement & Vendor Coordination

• Generate and issue purchase orders to vendors based on evaluated quotes, negotiated pricing, and project requirements.
  
• Review and analyze vendor acknowledgments to confirm accuracy, pricing, quantities, lead times, and compliance with project requirements, and initiate corrective action as needed to ensure the procurement process is executed cleanly.
  
• Upload and maintain vendor acknowledgments and supporting documentation within company systems and shared project folders in accordance with established standards.
  

Scheduling, Logistics & Project Support

• Coordinate and schedule product deliveries and installations as required, applying judgment to align vendor availability, project timelines, and site readiness.
  
• Verify product receipt and readiness prior to delivery or installation.
  
• Update project status reports with order details, acknowledgments, shipment information, and changes, using current reporting formats.
  
• Communicate proactively with project teams regarding discrepancies, risks, or changes that may impact schedule or execution.
  

Documentation, Controls & Project Closeout

• Ensure all order and project documentation is accurate, complete, and stored in accordance with company templates and recordkeeping requirements.
  
• Complete time-entry reconciliation and required project documentation prior to project closeout.
  
• Close projects in a timely manner, including work orders and required system updates.
  

Mentorship & Departmental Support

• Mentor and coach Project Coordinators and other team members on Project Coordination processes, systems, and best practices.
  
• Support onboarding and training of new Project Coordinators by sharing institutional knowledge and procedural guidance.
  
• Maintain an understanding of cross-departmental workflows (Design, Project Management, Sales, Accounts Payable/Receivable) to support effective collaboration.
  

QUALIFICATIONS

• High School Diploma or equivalent required.
  
• Five (5) to six (6) years of experience in customer service, purchasing, order management, or project coordination roles involving both internal and external stakeholders.
  
• Experience in a commercial office furnishings, contract furniture, or similar project-based environment preferred.
  
• Demonstrated ability to work independently while exercising sound judgment and prioritization across multiple concurrent tasks and projects.
  
• Strong problem-solving and resolution skills, including the ability to evaluate options and recommend appropriate courses of action.
  
• Experience with CORE or similar ERP/order management systems preferred.
  
• Proficiency in Microsoft Office (Excel, Word), Google Workspace (Docs, Sheets, Slides), and Adobe Acrobat (including PDF editing).
  
• Competent with web-based research, vendor portals, and internal project platforms.
  
• Working knowledge of Project Coordinator processes and procedures, with the ability to train and support less experienced team members.
  
• General understanding of cross-functional business operations, including Accounts Payable, Accounts Receivable, Design, Project Management, Sales Coordination, and Account Management.
  
• Ability to read and interpret vendor contracts, pricing programs, and discount structures (e.g., KPRs, HMI contracts).
  
• Strong communication skills and a high level of empathy when working with internal and external customers.
  
• Ability to sit for prolonged periods and work at a computer; ability to lift up to 15 pounds as needed.
  
• Travel up to 5% to local KBM Hogue offices (San Jose, San Francisco, Sacramento) may be required.
  

CLASSIFICATION & WORK SCHEDULE

• FLSA Classification: Exempt
• Workers' Compensation Code: 8810
• EEO Classification: 5 – Administrative
• Work Schedule: Hybrid with a minimum of three (3) days on-site per week
  

OTHER DUTIES

This job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this role. Duties may change at any time, with or without notice.

EEO STATEMENT

KBM Hogue does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any other non-merit factor.