Project Coordinator

Work Location: New York County, New York

Summary:

Support the sales process for fragrance projects by coordinating administrative tasks, ensuring timely delivery of samples and documentation, and resolving issues throughout the project lifecycle.

Responsibilities:

• Coordinate and execute administrative functions such as entering projects, responding to client requests, updating briefs, and preparing sample requests for fragrance projects.
• Act as a liaison between account management and internal teams including evaluation, perfumery, sampling, application lab, customer service, regulatory, and marketing.
• Manage project flow to ensure seamless execution and effective communication between clients and internal personnel.
• Maintain and update all relevant project information, including adoptions, selling prices, and base updates in project management systems.
• Handle customer requests for regulatory documentation and ensure timely delivery.
• Oversee the sample desk, prioritize sample requests, and ensure efficient sample distribution.
• Schedule and attend project meetings, and occasionally deliver samples directly to clients within the county.
• Review and update weekly project status charts and occasionally provide front desk coverage as needed.

Qualifications:

• Proficiency in project management and regulatory systems such as Trifoil, Samtrak, WERCS, and Oracle preferred.
• Familiarity with industry regulations and processes is preferred.
• Strong ability to manage multiple projects simultaneously while maintaining high accuracy.
• Excellent communication and coordination skills across various departments.
• Outgoing and positive attitude.