*Salary range is based on experience, and can be discussed further during the interview stage*
Role Overview
The Installations Coordinator and Project Processor at Wilcox International Door Corp. is responsible for managing installation projects from inception to completion. This role includes processing jobs once they are approved, issuing required purchase orders (POs) to appropriate end-users, and ensuring effective communication with all required members. The Installations Coordinator and Project Processor works closely with the account representatives, customers, and various internal departments to ensure projects are completed on time and within budget. This role also involves processing approved quotes and handing off jobs to the Service Coordinator for execution.
Key Responsibilities:
Installation Project Management
» Manage installation projects from initiation to completion, ensuring all tasks are executed on schedule and within the defined scope.
» Process jobs once approved, including issuing required purchase orders to trade partners, freight companies, and suppliers.
» Collaborate with account representatives to gather additional details or address any escalations that may arise.
» Maintain continuous communication with customers, providing regular updates on next steps and project status.
» Develop and maintain project schedules to meet customer deadlines, ensuring all milestones are achieved and properly documented.
» Ensure proper completion details are noted for final review, confirming all project requirements have been met.
» Update customers and customer portals as applicable, ensuring all project information is accurate and current.
» Serve as the primary point of contact for clients during installation projects, addressing any questions or concerns promptly.
» Keep Salesforce updated with all project-related information and next steps, ensuring all information is detailed and up to date.
» Forecast expected installations for the upcoming months, planning resources and schedules accordingly.
» Conduct final costing for installations completed by Wilcox International Door Corp., ensuring accurate financial tracking and reporting.
Project Processing:
» Handle all types of job processing, including Quoted Service Repairs, Planned Maintenance, Planned Maintenance Repairs, and Supply Only, upon customer approval.
» Maintain continuous communication with customers and update customer portals as applicable, ensuring they are well-informed of the job status.
» Issue required purchase orders to appropriate end-users, such as trade partners, freight companies, and suppliers, ensuring timely and accurate documentation.
» Work closely with account representatives to address additional details or escalations, ensuring all aspects of the job are thoroughly covered.
» Track material lead times if materials are ordered, ensuring timely updates on parts status to meet project schedules.
» Transition jobs to the Service Coordinator for execution once they are prepared for scheduling, ensuring a smooth handoff.
Quarterly Performance Metrics Overview:
Our organization places a strong emphasis on efficiency, accuracy, and customer satisfaction. To ensure we are meeting our high standards, we review the following performance metrics on a quarterly basis:
Project Completion Rate:
» Metric: The percentage of projects completed on time and within budget.
» Goal: Achieve a project completion rate of 90%.
Trade Partner Sourcing Success:
» Metric: The number of successfully sourced and contracted trade partners for projects per quarter.
» Goal: Source and contract 25 new trade partners quarterly.
Project Planning Accuracy:
» Metric: The percentage of projects that adhere to the original timeline and budget.
» Goal: Maintain a project planning accuracy rate of 95%.
Customer Satisfaction with Project Management:
» Metric: Customer feedback score specific to project management.
» Goal: Achieve a customer satisfaction score of 90% or higher.
Project Budget Adherence:
» Metric: The percentage of projects completed within the allocated budget.
» Goal: Maintain a budget adherence rate of 95%.
Performance Expectations:
Timely Project Completion: Ensure that all installation projects are completed on or before the scheduled deadline.
Customer Satisfaction: Maintain high levels of customer satisfaction by providing regular updates, addressing concerns promptly, and delivering quality service.
Accuracy in Documentation: Maintain accurate and up-to-date project documentation, including Salesforce updates, POs, and customer communications through their preferred communication method.
Effective Communication: Demonstrate clear and consistent communication with customers, account representatives, and other required members throughout the project lifecycle.
Cost Management: Conduct precise final costing for installations, ensuring that all expenses are accounted for and within budget.
Process Efficiency: Efficiently process jobs, issue purchase orders, track material, and transition jobs to the Service Coordinator without delays.
Qualifications
- Proficiency in Microsoft Office, including Word, Excel, and Outlook
- Strong data entry skills with attention to detail
- Previous clerical and administrative experience preferred
- Excellent customer service and phone etiquette skills
- Familiarity with Salesforce is a plus
Job Types: Full-time, Permanent
Pay: $55,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
Schedule:
Education:
- Bachelor's Degree (preferred)
Experience:
- Project management: 2 years (preferred)
- Customer support: 2 years (preferred)
Work Location: In person