Project Coordinator | Commercial Furniture

About the opportunity

We are hiring a Project Coordinator to help keep commercial office furniture projects organized and moving forward from order through delivery, installation, and closeout.

Working closely with our Project Manager and Field Operations team, you'll coordinate project schedules, track orders, maintain accurate documentation, and ensure clear communication between clients, vendors, installers, and internal teams. You'll also support RFQs, project billing, and closeout activities to help keep projects on track.

We're looking for someone who is highly organized, proactive, and comfortable managing multiple priorities in a fast-paced environment. You'll need to anticipate potential issues, stay on top of outstanding items, and take ownership of your responsibilities to help ensure projects are delivered smoothly and on schedule.

What you'll do

Support commercial furniture projects from sales handover through installation and closeout, maintaining accurate project schedules, documentation, approvals, and outstanding action items.

Track project milestones, follow up on outstanding requirements, and proactively identify and escalate potential delays or issues to the Project Manager.

Work closely with Procurement to monitor purchase orders, production timelines, and delivery dates, ensuring project requirements and schedules remain aligned.

Assist with preparing RFQs, gathering specifications, coordinating with vendors and subcontractors, and organizing quotations for review.

Coordinate delivery and installation schedules with the warehouse, Field Operations, installers, clients, and building management.

Arrange site access, elevator bookings, loading docks, and other installation requirements, ensuring teams have the necessary information ahead of scheduled work.

Support timely and accurate invoicing by tracking billing milestones, confirming completed work, and coordinating required documentation with the Project Manager and Finance.

Assist with project closeouts by collecting sign-offs, maintaining records, and following up on outstanding documentation with the Project Manager and Site Supervisor.

Maintain clear communication with clients, vendors, installers, and internal teams, providing project updates and following up on outstanding requirements.

Address routine coordination issues and escalate matters affecting project scope, budget, or timelines to the Project Manager.

Requirements

Minimum 3 years of experience in project coordination, preferably within commercial furniture, interior fit-outs, construction, or a related project-based environment.

Experience coordinating multiple projects, schedules, vendors, and competing deadlines.

Strong organizational skills, attention to detail, and the ability to independently follow through on tasks and commitments.

Excellent written and verbal communication skills, with confidence interacting with clients, vendors, and internal teams.

A proactive, solutions-oriented approach, with the ability to identify potential issues and escalate them before they affect project delivery.

Comfortable working with purchase orders, delivery schedules, project documentation, and tracking systems.

Proficiency with Microsoft 365 and familiarity with project management software.

Ability to read and interpret furniture layouts, floor plans, and product specifications is an asset.

Experience with commercial furniture installations, warehousing, or construction site coordination is an asset.

Ability to travel to project sites throughout the Greater Toronto Area as required.

Verve is shaking things up in the furniture industry, making it easier to get your hands on great value office furniture! We're your go-to brand for office furnishings, committed to cutting costs and simplifying the whole process. With our innovative solutions, we've furnished spaces for some of Canada's biggest players in real estate and businesses. You'll be part of a team of sharp, passionate individuals who are reimagining how offices are furnished. Join us in our mission to simplify access to great value office furniture!