Project Coordinator
NewVine Employment Group · Fort Lauderdale, United States · onsite
WELCOME!
Position OverviewWe 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 ResponsibilitiesProject 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.
QualificationsRequired- 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 ExpectationsSuccess 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