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Chauvet · 5 days ago

Project Coordinator - Chauvet SYSTEMS

Davie, FL

Full-time

Onsite

Senior Level

$65K/yr - $75K/yr

5+ years exp

Chauvet is a company specializing in lighting solutions, and they are seeking a Project Coordinator to facilitate the smooth execution of customer projects. The role involves managing documentation, communication, and scheduling between various teams to ensure timely and accurate project fulfillment.

LightingManufacturingProduct Design

Responsibilities

Project Administration & Documentation

Review customer purchase orders, plans, and specifications to confirm scope alignment with quotations

Prepare and submit submittal packages including cut sheets, drawings, and compliance data

Track submittal approvals and manage revision cycles with customers, reps, and engineers

Maintain accurate project files within CRM/ERP systems

Update internal job registry and forecast reports to reflect project status

Procurement & Production Coordination

Create and release purchase orders to vendors based on approved submittals

Coordinate production schedules with internal or external manufacturing partners

Track lead times, manage expected ship dates, and escalate when delays occur

Verify order accuracy (part numbers, BOMs, ship-to addresses, pricing) prior to release

Communicate any substitutions or alternates for approval by sales or engineering

Logistics & Delivery Management

Coordinate shipping and delivery schedules with logistics and warehouse teams

Verify packaging, labeling, and freight documentation meet project requirements

Track shipments and provide customers or sales reps with updated tracking info

Ensure partial shipments and phased deliveries are properly documented and billed

Manage warranty start date tracking for commissioning-based activations

Commissioning & Field Support Coordination

Schedule commissioning or startup assistance with internal technical teams or external partners

Ensure all required materials are on-site prior to commissioning

Gather and file field reports, commissioning checklists, or punch list items

Support resolution of technical or logistics issues post-shipment

Billing & Closeout

Review cost breakdowns versus customer billing to ensure proper margins

Coordinate with accounting to issue invoices after shipment or commissioning milestones

Track outstanding invoices and assist with collections follow-up as needed

Archive final documentation, including submittals, change orders, and commissioning reports

Cross-Departmental & Customer Communication

Serve as the main point of contact for project-related inquiries from reps, contractors, or consultants

Provide frequent status updates to Sales and customers regarding submittals and ship dates

Facilitate internal coordination meetings to align purchasing, production, and logistics

Escalate potential project risks such as scope gaps or delivery delays early and clearly

Project Communication

Serve as the main point of contact for project-related inquiries from reps, contractors, or consultants

Provide frequent status updates to Sales and customers regarding submittals and ship dates

Facilitate internal coordination meetings to align purchasing, production, and logistics

Escalate potential project risks such as scope gaps or delivery delays early and clearly

Process Documentation

As the first team member in a growing department, document processes for future team members

Introductory Duties (Sales Support Role)

Until the position develops into full project coordination, the initial responsibilities will focus on supporting the Eastern and Western Regional Sales Managers in day-to-day sales operations

This includes assisting with quantity takeoffs, quote entry, and general sales support tasks to ensure accurate and timely responses to customer inquiries and project opportunities

Assist Regional Managers in reviewing plans and specifications for upcoming bids

Perform quantity takeoffs for lighting fixtures, control panels, or accessories

Enter and track customer quotations within the CRM or quoting system

Support the preparation of proposals, pricing sheets, and cut sheet packages

Follow up with representatives or distributors regarding quote status and revisions

Help maintain organized sales documentation and project folders for the regional teams

Communicate with internal departments to verify pricing, availability, and technical details

Qualification

Project coordinationERP systemsCRM systemsLogistics coordinationCustomer communicationVendor communicationMicrosoft OfficeOrder fulfillment knowledgeElectrical systems knowledgeAttention to detail