Project Coordinator Flooring

Project Coordinator

Right Step Flooring
Raleigh, NC
Full-time | Onsite
Bilingual English/Spanish Required
Salary: $55,000–$65,000 Annually

POSITION SUMMARY

Right Step Flooring is hiring a Project Coordinator to manage the administrative operations, organization, scheduling, documentation, and day-to-day coordination behind our growing residential flooring company.

This is an office-based position responsible for ensuring projects move efficiently from sold contract through final completion, with accurate information, organized schedules, prepared materials, clear communication, and consistent follow-through.

The Project Coordinator works across project scheduling, material procurement, subcontractor coordination, work orders, purchase orders, change orders, customer communication, project documentation, and administrative production processes.

They are responsible for looking ahead, identifying missing information, anticipating scheduling or material conflicts, and ensuring that projects are properly prepared before work begins.

This person does not serve as the company’s field superintendent or independently manage complex construction issues.

Instead, they manage the administrative environment that allows our Project Manager, subcontractors, and field teams to execute projects successfully.

Occasional field involvement may be required for project documentation, material verification, walkthrough support, or situations where firsthand coordination is necessary.

The right person is highly organized, proactive, detail-oriented, resourceful, comfortable managing multiple priorities, and capable of maintaining structure in a fast-moving construction environment.

This position requires previous experience in construction coordination, flooring, residential remodeling, or a closely related industry. Right Step Flooring will train the successful candidate on our systems, standards, and processes; however, this role requires an established understanding of project coordination and construction-related administrative operations.

ABOUT RIGHT STEP FLOORING

Right Step Flooring is a locally owned residential flooring company based in Raleigh, NC, serving homeowners throughout the Triangle.

We specialize in hardwood installation and refinishing, engineered hardwood, luxury vinyl plank, carpet, tile, stairs, and related residential projects.

Our company is entering its next stage of growth. The foundation has been built; our focus now is developing the systems, people, accountability, and operational capacity required to grow without sacrificing craftsmanship or customer experience.

Our core values guide how we operate and hire: Attitude, Results Driven, Transparency, Continued Growth, Collaboration, and Empowerment.

SUCCESS LOOKS LIKE

Daily production administration operates efficiently without constant direction or reminders.

Project schedules are accurate, organized, and consistently updated as conditions change.

Upcoming projects are reviewed in advance to confirm that materials, labor, documentation, customer expectations, and scheduling requirements are prepared.

Subcontractors receive complete and accurate work orders, schedules, project information, and expectations before installation begins.

Materials are ordered accurately, tracked consistently, and confirmed available before scheduled project starts.

Customers receive timely communication regarding project schedules, preparation requirements, updates, and changes.

Project documentation is complete, organized, and maintained in company systems.

Work orders, purchase orders, change orders, invoices, and subcontractor payout documentation are accurate and processed according to company procedures.

Outstanding tasks, approvals, material issues, and scheduling conflicts are identified early and followed through to resolution.

The Project Manager has reliable visibility into active projects, upcoming work, material readiness, scheduling concerns, and administrative exceptions.

Project handoffs from Sales into Production are reviewed for completeness, accuracy, and readiness.

Administrative mistakes, missing information, material delays, and preventable scheduling conflicts are reduced.

Production coordination operates through established systems and processes rather than constant reminders or reactive problem-solving.

Responsibilities are clearly documented, communication is consistent, and outstanding issues are followed through to completion.

The company can increase project volume without administrative errors, missed deadlines, or communication breakdowns increasing alongside it.

OBJECTIVES

• Own the daily administrative coordination and organization of the production department.
• Maintain accurate and current project schedules across all active and upcoming residential flooring projects.
• Review sold projects before production begins to verify scope, measurements, material selections, installation requirements, customer information, and necessary documentation.
• Identify missing or conflicting project information and coordinate resolution before scheduling.
• Establish and maintain project readiness checklists to ensure projects are prepared before their scheduled start dates.
• Coordinate subcontractor scheduling based on availability, project requirements, estimated duration, and direction from the Project Manager.
• Confirm subcontractor assignments, installation dates, work orders, and project expectations before work begins.
• Prepare, distribute, and maintain accurate work orders, purchase orders, and related project documentation.
• Coordinate material procurement, including ordering, vendor communication, lead-time tracking, delivery scheduling, and receipt verification.
• Maintain accurate records of material orders and identify shortages, discrepancies, damaged products, or delivery delays.
• Coordinate with warehouse personnel and vendors to confirm materials are available and ready for installation.
• Monitor daily project progress through communication with subcontractors, customers, and internal team members.
• Maintain accurate project status updates, schedules, notes, photographs, and documentation in company systems.
• Communicate scheduling updates, project preparation requirements, and routine production information to customers.
• Track outstanding customer selections, approvals, change orders, and other items required for project progression.
• Coordinate project changes and ensure updated information is accurately communicated to all affected parties.
• Prepare and organize subcontractor invoices and payout documentation for management review and approval.
• Review project documentation for discrepancies involving material quantities, labor assignments, work orders, and approved changes.
• Maintain administrative controls that support accurate project costing and profitability reporting.
• Monitor outstanding project tasks, documentation requirements, material issues, and scheduling exceptions.
• Identify potential delays, missing information, or administrative breakdowns and communicate them to the Project Manager before they affect execution.
• Support project closeouts by confirming required documentation, outstanding work, customer communication, and administrative completion requirements.
• Partner with Sales to ensure accurate and complete project handoffs from sold contract into production.
• Ensure information affecting scope, materials, scheduling, cost, or customer expectations moves accurately between departments.
• Maintain organized digital project files, vendor records, subcontractor documentation, and production reports.
• Follow established SOPs, checklists, workflows, documentation standards, and administrative controls.
• Identify opportunities to improve coordination efficiency, reduce administrative mistakes, and simplify recurring processes.
• Participate in production meetings with accurate project updates, outstanding priorities, deadlines, and follow-through.
• Provide the Project Manager with clear visibility into scheduling, procurement, project readiness, administrative performance, and unresolved issues.
• Support the development of a production department capable of managing increasing project volume through consistent organization, preparation, and execution.

COMPETENCIES

Administrative Ownership

Takes responsibility for the accuracy, organization, and completion of assigned production responsibilities rather than simply processing tasks or reporting problems upward.

Planning & Prioritization

Can evaluate upcoming projects, deadlines, materials, subcontractor availability, documentation requirements, and scheduling dependencies before they become urgent.

Organization & Attention to Detail

Can manage multiple projects, schedules, documents, deadlines, purchase orders, and outstanding tasks without losing control of important details.

Understands that small administrative mistakes can result in significant project delays, unnecessary expenses, and poor customer experiences.

Process & Systems Discipline

Consistently follows established workflows, checklists, documentation requirements, and company procedures.

Recognizes the importance of accurate information, organized records, and repeatable processes.

Accountability & Follow-Through

Takes ownership of assigned responsibilities, meets deadlines, communicates progress, and follows outstanding matters through to completion without constant supervision.

Problem Solving

Gathers the necessary information, evaluates options, resolves routine coordination issues within their authority, and escalates technical, financial, or operational concerns appropriately.

Construction & Flooring Knowledge

Possesses practical working knowledge of residential flooring and construction, including common flooring materials, installation sequencing, subfloor preparation, transitions, material requirements, and typical project conditions.

Can understand project scopes, recognize missing information, and communicate effectively with experienced installers and subcontractors.

Financial & Administrative Accuracy

Understands how incorrect material orders, incomplete work orders, scheduling errors, undocumented changes, and administrative mistakes affect project costs and profitability.

Maintains accurate purchasing, invoicing, and project documentation.

Communication

Communicates clearly, professionally, and consistently with leadership, office staff, customers, vendors, and subcontractors in both English and Spanish.

Time Management

Can prioritize competing responsibilities, maintain organized workflows, meet deadlines, and adapt when schedules or project conditions change.

Technology & Documentation

Comfortable working with CRM systems, project management software, spreadsheets, digital schedules, and documentation platforms.

Understands that accurate, timely information is essential to successful project execution.

Continuous Improvement

Identifies recurring administrative mistakes, inefficient processes, and communication breakdowns.

Contributes practical recommendations that improve accuracy, efficiency, and consistency.

EDUCATION AND EXPERIENCE

• 2+ years of professional experience in construction coordination, flooring operations, residential remodeling, project administration, or a closely related role required.
• Practical knowledge of residential flooring or construction processes required. This position requires someone who understands how residential projects are scheduled, prepared, coordinated, and documented.
• Experience coordinating multiple residential construction, flooring, remodeling, or home improvement projects simultaneously.
• Bilingual English/Spanish required.
• Working knowledge of common residential flooring materials, including hardwood, engineered hardwood, luxury vinyl plank, carpet, tile, and related installation requirements preferred.
• Ability to read and understand scopes of work, work orders, purchase orders, measurements, floor plans, estimates, project schedules, and product specifications.
• Experience scheduling subcontractors, installers, vendors, or skilled tradespeople.
• Experience coordinating material orders, deliveries, vendor communication, and procurement timelines.
• Demonstrated ability to maintain accurate project documentation and administrative records.
• Experience preparing or processing work orders, purchase orders, change orders, invoices, or subcontractor payout documentation.
• Ability to identify missing project information, scheduling conflicts, material discrepancies, and administrative risks independently.
• Demonstrated ability to organize competing priorities, manage deadlines, and maintain consistent follow-through.
• Experience working with established SOPs, checklists, workflows, and project management systems.
• Experience with CRM, project management, estimating, scheduling, or construction management software preferred.
• Strong computer and technology skills required.
• Strong written and verbal communication skills.
• Demonstrated ability to communicate professionally with customers, vendors, subcontractors, and internal team members.
• Ability to work independently while maintaining accountability to departmental leadership.
• Previous management experience is not required.
• Valid driver’s license and reliable transportation required.

HOW THIS ROLE WORKS WITH OUR PROJECT MANAGER

Our Project Coordinator is responsible for coordinating the administrative details of individual projects: scheduling, material procurement, work orders, purchase orders, change orders, documentation, customer communication, subcontractor coordination, and payout preparation.

The Project Manager is responsible for overseeing the performance and operating structure surrounding those projects.

That includes production capacity, operational planning, subcontractor management, accountability, quality systems, project profitability, operational KPIs, process improvement, and complex escalations.

The Project Coordinator ensures project information is accurate, schedules are maintained, materials are prepared, documentation is complete, and administrative responsibilities are executed consistently.

The Project Manager ensures the department has the systems, resources, leadership, and accountability necessary to perform successfully.

The Project Coordinator is expected to independently manage routine administrative responsibilities while communicating risks, exceptions, and unresolved issues to the Project Manager.

The Project Coordinator owns the administrative execution of individual projects. The Project Manager owns the overall performance of the production department.

Both positions are essential to building an organized, accountable, and scalable production operation.

WORK ENVIRONMENT

This is primarily an onsite, office-based position at our Raleigh location.

Most of the workweek is spent coordinating schedules, preparing project documentation, communicating with customers and subcontractors, managing material orders, maintaining project records, and preparing upcoming work.

The position requires the ability to manage multiple active projects, respond to changing priorities, and maintain accuracy in a fast-paced construction environment.

Occasional jobsite visits may be required for project documentation, material verification, walkthrough support, or other coordination-related responsibilities.

This is not a traveling Field Manager or Superintendent position.

COMPENSATION AND BENEFITS

Salary: $55,000–$65,000 annually

Compensation will be based on demonstrated construction or flooring experience, administrative and project coordination skills, organizational ability, technical knowledge, and experience managing multiple projects.

Full-time employees receive:

• Paid time off
• Paid company holidays
• Structured onboarding and training
• Professional development opportunities
• Mileage reimbursement for required business travel
• Company technology and operational systems

Pay: $55,000.00 - $65,000.00 per year

Application Question(s):

• Describe your experience in residential construction, flooring, or remodeling. What types of projects have you coordinated, and what were your specific responsibilities?
• Tell us about a time you managed multiple projects with competing deadlines. How did you prioritize tasks, maintain accurate schedules, and ensure nothing was overlooked?
• A flooring installation is scheduled to begin tomorrow, but you discover that a critical material has not arrived. Walk us through how you would handle the situation, including communication, potential solutions, and when you would involve management.
• What experience do you have with scheduling software, CRM systems, purchase orders, work orders, material procurement, and project documentation? Which responsibilities have you managed independently, and what systems did you use?
• Imagine you’re coordinating several flooring projects scheduled to begin over the next two weeks. Walk us through how you would prepare for those projects, identify potential issues before they arise, and ensure everything stays on track. What specifically would you review, verify, and prioritize?

Work Location: In person