Project Coordinator

Company: VR Concept Inc.
Industry: Retail Fixture Manufacturing & Installation
Location: Tatalon, Quezon City
Employment Type: Full-Time

Job Summary

The Project Coordinator / Account Executive serves as the primary coordination point between VRCI clients and internal departments, ensuring that project requirements, schedules, documents, and client expectations are properly communicated and followed through from project confirmation to completion.

The role coordinates closely with the Project Manager, Production Team, Inventory/Warehouse, Accounting, HR, and Installation Team to ensure that projects move smoothly and that client requirements are properly executed.

Key Responsibilities

Client Coordination

• Serve as the primary contact for clients regarding project requirements and updates.
• Coordinate project specifications, measurements, designs, materials, quantities, delivery, and installation requirements.
• Clarify client concerns and ensure requirements are properly documented.
• Coordinate client approvals, revisions, additional works, and change requests.
• Provide clients with timely project status updates.
• Coordinate site access, installation schedules, permits, working hours, and other client requirements.
• Handle client concerns and coordinate appropriate action with the Project Manager.

Internal Project Coordination

• Endorse complete and accurate project information to the Project Manager.
• Coordinate with the Project Manager regarding project schedule, progress, manpower, materials, and site requirements.
• Follow up with Production regarding fabrication status and expected completion.
• Coordinate with Inventory/Warehouse regarding material availability and delivery requirements.
• Coordinate with Accounting regarding billing, collection, and project financial documentation.
• Coordinate with HR regarding manpower concerns when additional personnel are required.
• Ensure concerned departments are informed of project changes and deadlines.

Project Monitoring

• Monitor the overall status of assigned projects.
• Track project milestones, deadlines, deliverables, and pending requirements.
• Maintain a project monitoring tracker/calendar.
• Follow up on delayed or pending tasks and requirements.
• Monitor fabrication, delivery, and installation schedules.
• Escalate delays, issues, missing information, and risks to the Project Manager or management.
• Assist in coordinating corrective actions when project issues arise.

Documentation & Reporting

• Maintain complete project files and records.
• Document client approvals, revisions, instructions, and communications.
• Prepare project status updates and coordination reports.
• Maintain records of project schedules, milestones, pending requirements, and completed activities.
• Ensure important client instructions are properly endorsed to the appropriate internal department.

Project Completion & Turnover

• Coordinate with the Project Manager regarding project completion.
• Follow up on punch-list and rectification requirements.
• Coordinate client inspection, acceptance, and turnover.
• Ensure completion documents and client confirmations are properly recorded.
• Conduct post-project follow-up with clients regarding concerns or additional requirements.

Qualifications

• Bachelor's Degree in Business Administration, Marketing, Management, Project Management, Engineering, Architecture, or related field.
• At least 2 years of experience in project coordination, account management, construction, fit-out, fabrication, manufacturing, or related industries.
• Experience coordinating with clients and multiple internal departments.
• Experience handling projects from client confirmation through completion is highly preferred.
• Knowledge of retail fixtures, modular cabinets, signage, light boxes, fabrication, installation, or fit-out projects is an advantage.
• Proficient in Microsoft Office, particularly Excel.
• Experience with project management systems or project trackers is an advantage.

Skills & Competencies

• Strong communication and client coordination skills.
• Excellent follow-up and organizational skills.
• Highly detail-oriented.
• Strong time management and ability to monitor multiple deadlines.
• Problem-solving and escalation skills.
• Ability to coordinate with different departments and personalities.
• Proactive and results-oriented.
• Able to work under pressure and manage multiple projects simultaneously.
• Willing to conduct site visits and field coordination when required.

Key Accountability

Client Communication • Project Coordination • Follow-up • Schedule Monitoring • Documentation • Internal Coordination • Issue Escalation • Client Satisfaction

Position Boundary

**Project Coordinator / Account Executive:**Owns client communication and coordination.

**Project Manager:**Owns project execution, manpower planning, schedule, quality, and overall project delivery.

The Project Coordinator monitors and follows up on the project but does not replace the Project Manager's authority over project execution.