Project Management Officer

PROJECT MANAGEMENT STAFF/OFFICER

Company: Interiors Point Trading Corporation
Department: Project Management / Operations
Reports To: Project Manager / Operations Manager
Employment Type: Full-Time
Work Arrangement: On-site / Field-Based
Work Schedule: Monday to Friday, 9:00 AM – 6:00 PM

JOB SUMMARY

The Project Management Staff is responsible for supporting the planning, coordination, monitoring, and completion of company projects involving interior finishing products such as vinyl planks, curtains, wallpapers, window blinds, and carpets.

The position serves as a key coordination point among clients, Sales, Project Management, suppliers, installers, contractors, and other internal departments. The Project Management Staff ensures that project requirements, schedules, materials, documentation, and site activities are properly coordinated and monitored from project award through completion.

The ideal candidate is organized, detail-oriented, proactive, and capable of handling multiple projects and deadlines simultaneously.

KEY RESPONSIBILITIES1. Project Coordination

• Assist in planning and coordinating assigned projects from project confirmation through completion.
• Coordinate project requirements, schedules, manpower, materials, deliveries, and installation activities.
• Monitor project timelines and ensure activities are completed according to agreed schedules.
• Coordinate with Sales, clients, suppliers, contractors, and installers regarding project requirements.
• Follow up on pending project activities and ensure timely resolution of concerns.

2. Project Documentation

• Prepare, organize, and maintain project-related documents and records.
• Assist in preparing work orders, project schedules, material requests, delivery documents, installation reports, and completion documents.
• Ensure project files are complete, accurate, and properly updated.
• Maintain records of project status, site activities, client instructions, and project concerns.

3. Site and Installation Coordination

• Coordinate site visits, measurements, deliveries, and installation schedules.
• Work closely with installers and contractors to ensure proper execution of project requirements.
• Monitor installation progress and report any delays, discrepancies, or site concerns.
• Coordinate with concerned personnel regarding site readiness and required preparations.
• Conduct or assist with site inspections when necessary.

4. Materials and Delivery Monitoring

• Coordinate material requirements based on approved project specifications.
• Monitor availability, preparation, delivery, and receipt of project materials.
• Coordinate with the warehouse, suppliers, and logistics team regarding project deliveries.
• Verify that delivered materials correspond with approved specifications and quantities.
• Immediately report damaged, incomplete, or incorrect materials.

5. Client Coordination

• Assist in communicating project schedules, requirements, updates, and concerns to clients.
• Respond professionally to client inquiries related to project implementation.
• Coordinate client approvals, site access, schedules, and other project requirements.
• Maintain positive and professional relationships with clients throughout project execution.
• Escalate major client concerns or project issues to the Project Manager.

6. Project Monitoring and Reporting

• Monitor project progress against approved schedules and target completion dates.
• Prepare regular project status updates for management.
• Track pending activities, issues, and action items.
• Identify potential delays, risks, or operational issues and immediately communicate them to the Project Manager.
• Assist in preparing project completion and turnover reports.

7. Quality and Compliance

• Ensure project activities follow approved specifications, company procedures, and client requirements.
• Coordinate with installers and concerned personnel to address quality issues.
• Assist in conducting quality checks before project turnover.
• Ensure project requirements and approved materials are properly documented.

8. Administrative and Other Duties

• Attend project meetings and coordination meetings when required.
• Assist the Project Manager in preparing project presentations, reports, and updates.
• Coordinate with other departments to ensure smooth project implementation.
• Perform other related duties that may be assigned by management.

QUALIFICATIONS

• Bachelor’s degree in Business Administration, Project Management, Operations Management, Engineering, Architecture, Interior Design, or a related field is an advantage.
• Previous experience in project coordination, construction, interior fit-out, project management, operations, or related industries is preferred.
• Fresh graduates with strong organizational and coordination skills may be considered.
• Proficient in Microsoft Office, Google Workspace, or similar productivity tools.
• Good written and verbal communication skills.
• Strong organizational and time-management skills.
• Willing to conduct site visits and coordinate with clients, contractors, suppliers, and installers.
• Able to work under pressure and manage multiple projects simultaneously.
• Detail-oriented, proactive, dependable, and results-driven.
• Willing to travel when required for project-related activities.

CORE COMPETENCIES

• Project Coordination
• Planning and Organization
• Time Management
• Communication Skills
• Problem-Solving
• Client Coordination
• Documentation and Reporting
• Attention to Detail
• Teamwork and Collaboration
• Follow-Up and Task Management
• Adaptability and Accountability

KEY PERFORMANCE INDICATORS (KPIs)

Performance may be evaluated based on:

• Timely project completion
• Accuracy and completeness of project documentation
• Effective coordination with clients, suppliers, installers, and internal teams
• Timely resolution and escalation of project concerns
• Material and delivery coordination accuracy
• Compliance with project specifications and company procedures
• Client satisfaction and successful project turnover
• Ability to manage multiple projects and deadlines

WORKING RELATIONSHIPS

Internal:

• Project Manager / Operations Manager
• Sales Department
• Warehouse / Logistics
• Finance / Accounting
• Purchasing
• Management

External:

• Clients
• Contractors
• Suppliers
• Installers
• Site Representatives

IDEAL CANDIDATE PROFILE

We are looking for someone who is highly organized, proactive, and action-oriented—someone who does not simply wait for instructions but actively follows up on tasks, identifies potential problems, communicates concerns early, and helps ensure that every project moves forward smoothly.

The successful candidate should be comfortable working in a fast-paced, project-driven environment where priorities can change and multiple stakeholders need to be coordinated simultaneously.

Work Location: In person