Project Coordinator - Chauvet SYSTEMS

Job Summary

The Project Coordinator serves as the central link between Sales, Engineering, Purchasing, and Logistics teams-ensuring that customer projects move smoothly from order entry through final billing. This role manages documentation, communication, scheduling, and order flow to ensure on-time, accurate fulfillment. The Project Coordinator does not design systems but coordinates project execution from submittals through commissioning.

Responsibilities

1. Project Administration & Documentation

• Review customer purchase orders, plans, and specifications to confirm scope alignment with quotations.

• Prepare and submit submittal packages including cut sheets, drawings, and compliance data.

• Track submittal approvals and manage revision cycles with customers, reps, and engineers.

• Maintain accurate project files within CRM/ERP systems.

• Update internal job registry and forecast reports to reflect project status.

2. Procurement & Production Coordination

• Create and release purchase orders to vendors based on approved submittals.

• Coordinate production schedules with internal or external manufacturing partners.

• Track lead times, manage expected ship dates, and escalate when delays occur.

• Verify order accuracy (part numbers, BOMs, ship-to addresses, pricing) prior to release.

• Communicate any substitutions or alternates for approval by sales or engineering.

3. Logistics & Delivery Management

• Coordinate shipping and delivery schedules with logistics and warehouse teams.

• Verify packaging, labeling, and freight documentation meet project requirements.

• Track shipments and provide customers or sales reps with updated tracking info.

• Ensure partial shipments and phased deliveries are properly documented and billed.

• Manage warranty start date tracking for commissioning-based activations.

4. Commissioning & Field Support Coordination

• Schedule commissioning or startup assistance with internal technical teams or external partners.

• Ensure all required materials are on-site prior to commissioning.

• Gather and file field reports, commissioning checklists, or punch list items.

• Support resolution of technical or logistics issues post-shipment.

5. Billing & Closeout

• Review cost breakdowns versus customer billing to ensure proper margins.

• Coordinate with accounting to issue invoices after shipment or commissioning milestones.

• Track outstanding invoices and assist with collections follow-up as needed.

• Archive final documentation, including submittals, change orders, and commissioning reports.

6. Cross-Departmental & Customer Communication

• Serve as the main point of contact for project-related inquiries from reps, contractors, or consultants.

• Provide frequent status updates to Sales and customers regarding submittals and ship dates.

• Facilitate internal coordination meetings to align purchasing, production, and logistics.

• Escalate potential project risks such as scope gaps or delivery delays early and clearly.

7. Project Communication

• Serve as the main point of contact for project-related inquiries from reps, contractors, or consultants.

• Provide frequent status updates to Sales and customers regarding submittals and ship dates.

• Facilitate internal coordination meetings to align purchasing, production, and logistics.

• Escalate potential project risks such as scope gaps or delivery delays early and clearly.

8. Process Documentation

• As the first team member in a growing department, document processes for future team members.

Introductory Duties (Sales Support Role)

Until the position develops into full project coordination, the initial responsibilities will focus on supporting the Eastern and Western Regional Sales Managers in day-to-day sales operations. This includes assisting with quantity takeoffs, quote entry, and general sales support tasks to ensure accurate and timely responses to customer inquiries and project opportunities.

• Assist Regional Managers in reviewing plans and specifications for upcoming bids.

• Perform quantity takeoffs for lighting fixtures, control panels, or accessories.

• Enter and track customer quotations within the CRM or quoting system.

• Support the preparation of proposals,…