WELCOME! Position Overview We are seeking a highly organized and proactive Project Coordinator to support project tracking, cross-functional communication, documentation, and operational follow-through. This role ensures that projects stay on schedule, action items are completed, documentation is maintained, and teams remain aligned on priorities and deadlines. The ideal candidate is detail-oriented, comfortable managing multiple projects simultaneously, and confident following up with different departments to ensure accountability. This is a hands-on coordination role that supports project execution, inventory planning, reporting, and system implementation. Key Responsibilities Project Tracking & Coordination • Maintain project trackers and ensure all tasks have clear owners, updated statuses, deadlines, and next steps. • Review outstanding tasks regularly, follow up on delays, and escalate blockers when necessary. • Keep project notes, decisions, timelines, and supporting documents organized and accessible. • Track project risks, outstanding issues, dependencies, and action items across departments. • Prepare weekly status updates and reports for management. Documentation & Reporting • Maintain organized project records, including procedures, agreements, purchase orders, reports, templates, and meeting notes. • Track document versions, approvals, ownership, and completion dates. • Ensure project deliverables are properly documented before tasks are marked complete. • Maintain standard operating procedures (SOPs), process documentation, and responsibility matrices (RACI). • Update KPI dashboards, performance reports, and other operational tracking tools. Project & Product Coordination • Track projects from initial quotation through approvals, purchasing, production, shipping, and final completion. • Ensure required project documentation, estimates, approvals, and identifiers are in place at each stage. • Follow up on outstanding quotations, deposits, approvals, and other requirements that may delay progress. • Coordinate purchase requisitions and purchase orders for approved projects using the company's ERP system. • Track incoming materials, packaging, and other project-related items, identifying discrepancies or shortages. • Coordinate production schedules, pick lists, shipping details, and required documentation. • Monitor required certificates of analysis (COAs) and follow up with internal teams or external partners when documents are missing. • Communicate project progress, inventory updates, and estimated timelines to the relevant teams. Inventory & Operations Support • Prepare weekly inventory replenishment schedules and production requisitions based on operational plans. • Maintain accurate inventory and packaging records, including quantities, locations, and movement between facilities or external partners. • Coordinate with warehouse, production, purchasing, and logistics teams to ensure information is accurate and up to date. • Track inventory discrepancies, outstanding receipts, and other operational issues. • Support monthly reconciliations and reporting by ensuring project records are complete and accurate. ERP Implementation Support • Track implementation tasks, requirements, testing activities, training, and outstanding system issues. • Maintain implementation documentation, including workflow maps, data templates, test scripts, and training materials. • Coordinate information gathering and data cleanup across departments. • Schedule meetings with internal teams and implementation partners, prepare agendas, document decisions, and track follow-up actions. • Coordinate user access and training completion for employees involved in testing. • Distribute test scripts, collect results, document defects, and confirm that issues are resolved before closure. • Prepare item master, SKU, and bill of materials (BOM) data according to established requirements. • Ensure internal documentation and data files meet agreed formats before submission to implementation partners. Cross-Functional Communication • Coordinate regularly with Sales, Purchasing, Accounting, Logistics, Warehouse, Production, and other relevant teams. • Lead weekly reviews of active projects and identify missing approvals, documents, materials, or other outstanding requirements. • Communicate process requirements and help ensure teams follow established procedures. • Keep relevant stakeholders informed of project status, inventory availability, and potential delays. • Schedule recurring meetings, circulate agendas, record decisions, and distribute action items promptly. • Prepare meeting summaries and status reports for management review. General Administrative & Process Support • Convert verbal instructions and informal requests into clear, actionable task lists. • Coordinate SOP and process-document reviews, approvals, and publication. • Maintain shared document libraries and ensure records are organized and current. • Prepare weekly project review materials, including timeline changes, dependencies, and potential delays. • Support the Senior Project Manager with reporting, follow-ups, and implementation of established processes. Qualifications Required • At least 2 years of experience in project coordination, operations coordination, project management support, or a similar role. • Experience tracking action items and coordinating work across multiple departments. • Proficiency with monday.com or a similar project management platform, including boards, dashboards, and automations. • Intermediate Microsoft Excel and Google Sheets skills, including lookups, pivot tables, and data cleanup. • Strong organizational skills and the ability to manage multiple projects and deadlines simultaneously. • Ability to prepare clear, accurate written status reports with minimal supervision. • Strong written and verbal communication skills. • Willingness to work on-site in production and warehouse environments when needed. Preferred • CAPM certification or progress toward a project management certification. • Experience in manufacturing, fulfillment, inventory management, or third-party production coordination. • Familiarity with ERP, inventory, or accounting systems such as SKUVault, QuickBooks Online, Acumatica, or Katana. • Experience with SOPs, RACI matrices, document control, and process improvement. • Experience coordinating projects between operational teams and customer-facing departments. Performance Expectations Success in this role will be measured by: • Accurate and consistently updated project trackers. • Timely follow-up on outstanding tasks, approvals, and project blockers. • Complete and accessible project documentation. • Reliable weekly project, inventory, and production reporting. • Accurate inventory and project records. • Timely coordination of meetings, implementation activities, and action items. • Consistent communication between departments and early escalation of delays or issues. Compensation & Schedule $60,000-$65,000 per year Monday-Friday 9:00 am-5:00 pm on-site in Fort Lauderdale