KBM Hogue · 3 weeks ago
Sr. Project Coordinator
San Jose,CA,US
Full-time
Hybrid
Senior Level
5+ years expKBM Hogue is seeking a Senior Project Coordinator to provide advanced operational and administrative support to Account Managers, Designers, and Project Managers. The role focuses on ensuring accurate and timely order execution, analyzing vendor documentation, and mentoring other Project Coordinators while supporting multiple concurrent projects.
FurnitureHome ServicesInterior DesignProject Management
Responsibilities
Serve as a senior operational resource for the Project Coordination function, applying knowledge of company policies, vendor programs, and project workflows to support effective execution
Independently evaluate project documentation, priorities, and requirements to determine appropriate next steps and resolve issues that may affect pricing, delivery, installation, or compliance
Provide guidance and recommendations to Account Managers, Designers, and Project Managers regarding order structure, sequencing, and operational considerations
Prepare and review proposals and quotations based on design intent and account direction, applying judgment to confirm pricing accuracy, scope alignment, and compliance with internal guidelines
Create ad-hoc and revised quotations using prior proposals, vendor data, and approved pricing frameworks
Convert approved proposals into orders upon receipt of proper authorization and documentation, ensuring accuracy and completeness
Submit orders in an accurate and timely manner to ensure project schedules are met and to reduce operational risk associated with missed deadlines or incomplete documentation
Generate and issue purchase orders to vendors based on evaluated quotes, negotiated pricing, and project requirements
Review and analyze vendor acknowledgments to confirm accuracy, pricing, quantities, lead times, and compliance with project requirements, and initiate corrective action as needed to ensure the procurement process is executed cleanly
Upload and maintain vendor acknowledgments and supporting documentation within company systems and shared project folders in accordance with established standards
Coordinate and schedule product deliveries and installations as required, applying judgment to align vendor availability, project timelines, and site readiness
Verify product receipt and readiness prior to delivery or installation
Update project status reports with order details, acknowledgments, shipment information, and changes, using current reporting formats
Communicate proactively with project teams regarding discrepancies, risks, or changes that may impact schedule or execution
Ensure all order and project documentation is accurate, complete, and stored in accordance with company templates and recordkeeping requirements
Complete time-entry reconciliation and required project documentation prior to project closeout
Close projects in a timely manner, including work orders and required system updates
Mentor and coach Project Coordinators and other team members on Project Coordination processes, systems, and best practices
Support onboarding and training of new Project Coordinators by sharing institutional knowledge and procedural guidance
Maintain an understanding of cross-departmental workflows (Design, Project Management, Sales, Accounts Payable/Receivable) to support effective collaboration
Qualification
Required
High School Diploma or equivalent required
Five (5) to six (6) years of experience in customer service, purchasing, order management, or project coordination roles involving both internal and external stakeholders
Demonstrated ability to work independently while exercising sound judgment and prioritization across multiple concurrent tasks and projects
Strong problem-solving and resolution skills, including the ability to evaluate options and recommend appropriate courses of action
Proficiency in Microsoft Office (Excel, Word), Google Workspace (Docs, Sheets, Slides), and Adobe Acrobat (including PDF editing)
Competent with web-based research, vendor portals, and internal project platforms
Working knowledge of Project Coordinator processes and procedures, with the ability to train and support less experienced team members
General understanding of cross-functional business operations, including Accounts Payable, Accounts Receivable, Design, Project Management, Sales Coordination, and Account Management
Ability to read and interpret vendor contracts, pricing programs, and discount structures (e.g., KPRs, HMI contracts)
Strong communication skills and a high level of empathy when working with internal and external customers
Ability to sit for prolonged periods and work at a computer; ability to lift up to 15 pounds as needed
Travel up to 5% to local KBM Hogue offices (San Jose, San Francisco, Sacramento) may be required
Preferred
Experience in a commercial office furnishings, contract furniture, or similar project-based environment preferred
Experience with CORE or similar ERP/order management systems preferred
Company
KBM Hogue
KBM Hogue provides product solutions and furniture project management services to the corporate, educational, and hospitality sectors.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Anthony De Maio
Chief Financial Officer
Matthew Denning
Chief Operations Officer
Company data provided by crunchbase