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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
$60,000-$65,000 per year
Monday-Friday 9:00 am-5:00 pm on-site in Fort Lauderdale
| Location | Fort Lauderdale, Florida |
| Website | https://jobs.newvinegroup.com |
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