Job Description

Job Description

Job Title: Project Assistant

Location: Norfolk, Virginia Location

Job Type: Full-Time, In-Person - Not Remote

Department: Operations Department

Job Summary

We are seeking a detail-oriented and proactive Project Assistant to support the coordination and execution of customer projects from start to finish. The ideal candidate will assist in ensuring project accuracy, efficiency, and timely completion by managing various administrative and operational tasks. This role requires strong organizational skills, attention to detail, and the ability to communicate effectively across departments, with vendors, and installation teams.

Key Responsibilities

Pricing & Quoting:

• Review list pricing and discounting to ensure accuracy.
• Create and update customer quotes based on current pricing, discounts, and job specifications.

Vendor Coordination:

• Review and interpret vendor policies related to freight, tariffs, and other applicable charges.
• Place orders with vendors and installers, ensuring timely and accurate procurement of materials and services.

Project Execution:

• Book and schedule jobs according to project timelines and customer needs.
• Track shipments and deliveries, ensuring materials arrive as scheduled.
• Communicate promptly with team members regarding any delays, discrepancies, or issues affecting the project timeline.

Administrative Support:

• Perform accurate and timely data entry into Emanage
• Print and organize necessary documentation for installation teams in a timely manner.
• Maintain organized records of project documentation and communications.
• Coordinate with Finance Assistant to invoice completed job.

Project Monitoring:

• Monitor the project flow to ensure all steps are completed efficiently from initiation to completion.
• Handle any punch list issues or post-installation concerns, coordinating with appropriate parties for resolution.

Education/Experience

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 1–3 years’ experience in project assistance, purchasing, procurement, or administrative support (commercial furniture industry a plus).
• Proficiency with Microsoft Office Suite; experience with project management or industry-specific software preferred.

Knowledge/Skills/Abilities

• Strong organizational skills and attention to detail.
• Effective written and verbal communication.
• Ability to manage multiple projects and meet deadlines.
• Problem-solving and adaptability in fast-paced environments.
• Collaborative team player with a customer service mindset.

Benefits

• Paid personal time and holidays
• Medical, dental, and vision insurance
• Paid parental leave
• Section 125 Plans
• Simple IRA matching
• Flex spending account
• Short- and long-term disability
• Professional development reimbursement
• Paid community volunteer service
• Mental Wellness App Subscription
• Corporate discounts

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