Project Coordinator – Hospitality Projects

Position Overview

We are seeking a highly organized and detail-oriented Project Coordinator to support the planning, scheduling, budgeting, and administrative coordination of hospitality-related projects.

This position will work directly with external customers to coordinate smaller hospitality projects while providing functional and administrative support to project teams. The role will also assist the Sales team with customer financial follow-ups, project reporting, and reconciliation activities.

The ideal candidate will have strong project coordination, organizational, analytical, and customer service skills, along with the ability to manage multiple priorities in a fast-paced environment. Strong technical aptitude and familiarity with project management processes are important for success in this position.

Work Schedule

• Shift: 1st Shift

• Hours: 8:00 AM – 5:00 PM

• Days: Monday – Friday

Key Responsibilities

Project Coordination & Scheduling

• Plan and coordinate project schedules, budgets, and administrative activities.

• Support the execution of smaller hospitality projects from planning through completion.

• Work directly with external customers to coordinate project requirements, timelines, and deliverables.

• Monitor project progress and ensure assigned tasks remain on schedule.

• Coordinate with project staff and internal stakeholders to support successful project execution.

• Manage multiple projects and priorities simultaneously while ensuring timely completion.

• Assist with special projects and additional assignments as directed by management.

Administrative & Operational Support

• Provide functional and administrative support to project team members.

• Maintain accurate project documentation, schedules, reports, and supporting records.

• Coordinate project-related communications and follow-up activities.

• Organize and prioritize tasks to support multiple team members.

• Ensure project information is accurately documented and updated.

• Assist with tracking project requirements, outstanding items, and completion status.

Financial Coordination & Reconciliation

• Support the Sales team with customer financial follow-ups.

• Assist with project budgeting, financial tracking, and reconciliation activities.

• Review and maintain financial information related to project activities.

• Identify discrepancies and coordinate with appropriate stakeholders to resolve outstanding items.

• Ensure accurate documentation of financial transactions and customer-related follow-ups.

Customer Service & Communication

• Serve as a point of contact for external customers regarding assigned hospitality projects.

• Provide timely updates and respond to customer inquiries.

• Assess customer needs and coordinate appropriate solutions.

• Maintain professional relationships with customers, Sales representatives, and internal project teams.

• Deliver a high level of customer service with a focus on responsiveness, accuracy, and follow-through.

• Communicate effectively with both technical and nontechnical stakeholders.

Project Metrics & Reporting

• Track project performance against established metrics and requirements.

• Prepare and maintain project status reports and progress updates.

• Monitor project milestones, schedules, and outstanding deliverables.

• Report project progress and performance metrics to management.

• Identify potential delays or issues and assist with coordinating resolutions.

Technical & Product Support

• Review and interpret technical data sheets and material specifications.

• Apply technical and mechanical aptitude to understand project requirements and product applications.

• Coordinate with internal technical resources to address project-related questions.

• Support project teams in understanding technical documentation and customer requirements.

Required Qualifications

Education & Experience

• Bachelor's degree in a related field required.

• 2–4 years of experience in project coordination, project administration, or a related field.

• Familiarity with project management concepts, practices, and procedures.

• Experience coordinating multiple projects, tasks, and deadlines.

• Experience supporting customers and cross-functional business teams.

Technical Skills

• Proficiency with Microsoft Office applications, including:

  • Microsoft Excel

  • Microsoft PowerPoint

  • Microsoft Word

  • Microsoft Outlook

  • Microsoft Office 365

• Experience working in a Windows-based computer environment.

• Familiarity with Salesforce and Oracle.

• Ability to maintain project schedules, spreadsheets, reports, and supporting documentation.

• Ability to read and interpret technical data sheets and material specifications.

• Strong technical and mechanical aptitude.

• Strong financial reconciliation and analytical skills.

Core Competencies

• Excellent organizational and time management skills.

• Strong project coordination and multitasking abilities.

• Exceptional attention to detail and follow-through.

• Strong written and verbal communication skills.

• Excellent listening skills and ability to assess customer needs.

• Ability to manage competing priorities and multiple projects simultaneously.

• Strong analytical, problem-solving, and decision-making skills.

• Ability to work independently and collaboratively with multiple team members.

• Customer-focused approach with a commitment to providing excellent service.

• Ability to meet established performance metrics and reporting deadlines.

• Flexibility to support changing business needs and special projects.

Key Areas of Focus

• Project coordination and scheduling

• Hospitality project support

• Project budgeting and financial reconciliation

• Customer and Sales team coordination

• Project reporting and performance metrics

• Administrative and operational support

• Technical documentation and material specifications

• Salesforce and Oracle

• Microsoft Excel, PowerPoint, Word, and Outlook

• Customer service and stakeholder communication